Loading...
HomeMy WebLinkAbout1984-01-17 Info PacketCity of Iowa Cit MEMORANDUM Date: January 6, 1984 To: City Councii From: City Manager Re: Informal Agenda and Meeting Schedule January 9, 1984 Monday 7:30 - 9:30 P.M. Conference Room 7:30 P.M. - Discuss Sewage Treatment Plant Site Acquisition 7:45 P.M. - Discuss Council meeting schedule and pending priorities 8:00 P.M. - Discuss roles of Council, Manager and Staff 8:30 P.M. - Discuss FY85 budget review and adoption process 9:15 P.M. - Council time, Council committee reports 9:30 P.M. - Executive Session January 11, 1984 Wednesday 5:30 P.M. First Christian Church, 217 Iowa Avenue, Basement City, County, United Way meeting to discuss Joint Human Services Facility study. 6:30 P.M. - Joint Hearing on Human Services Agency Funding January 14, 1984 Saturday 8:00 A.M. - 12:30 P.M. Civic Center Conference Room Review Program Division Budget Proposals January 16, 1984 Mond 7:30 - 9:30 P.M. Conference Room 7:30 P.M. - Review zoning matters 7:45 P.M. - Discuss Old Library Redevelopment Status 8:15 P.M. - Discuss Joint Human Services Facility Study and Funding 8:30 P.M. - Council agenda, Council time, Council committee reports 8:45 P.M. - Consider appointments to the Planning and Zoning Commis- sion, Committee on Community Needs, Resources Conserva- tion Commission 8:55 P.M. - Executive Session January 17, 1984 Tuesday 7:30 P.M. - Regular Council Meeting - Council Chambers I January 21, 1984 Saturday 9:30 - 11:30 A.M. Federal Building, Room 238 Public Meeting with Iowa Legislators sponsored by Johnson County League of Women Voters and Johnson County Board of Supervisors January 23, 1984 Monday 7:30 - 9:30 P.M. Conference Room 7:30 P.M. - Discuss parking study 8:00 P.M. - Prioritization of FY85 Council goals 9:15 P.M. - Council time, Council committee reports January 28, 1984 Saturday 8:00 A.M. - 12:30 P.M. Public Library , Meeting Room A 8:00 A.M. - Review Program Division Budget Proposals 10:.00 A.M. - Review FY85-89 Capital Improvements Program January 30, 1984 Monday 7:30 - 9:00 P.M. Conference Room 7:30 P.M. - Review zoning matters 7:45 P.M. - Discuss space needs for City operations 8:15 P.M. - Final Decisions on Human Services Agencies Funding for FY85 8:45 P.M. - Final Budget Review and Decisions 9:15 P.M. - Council agenda, Council time, Council committee reports January 31, 1984 Tuesday 7:30 P.M. Regular Council Meeting - Council Chambers PENDING LIST Priority A: Iowa -Illinois Gas and Electric Franchise Priority B: Discuss Criteria for Senior Center Commission Appointments Duty/Procedure Changes - Housing and Inspection Services Lower Ralston Creek Parcels - Use and Configuration Congregate Housing Development Alternatives Discuss Request for TV Tower Approval Priority C: Housing Inspection Funding Policy Housing Market Analysis Recommendations Discuss Amendments to Non -Discrimination Ordinance Traffic Signals - Flashing Mode Mandatory Parkland Dedication Taft Speedway Improvements Meet with Design Review Committee Appointments to Airport Commission, Broadband Telecommuni- cations Commission and Committee on Community Needs - February 14, 1984 //A F. City of Iowa City MEMORANDUM Date: December 30, 1983 To: City Council � From: City Manager/Z y, Re: City Space Needs Enclosed for your review is the Space Needs Study and Program for the City of Iowa City which was prepared by R. Neumann Associates in 1982. Subse- quently a staff committee reviewed the report. The "Follow -Up Evaluation of Space Needs" prepared by the staff also is enclosed. The committee recommends that the City Council fund an architectural study which would: "1. Study the possibility of the expansion of the Civic Center north of the Central Fire Station. 2. Prepare site drawings, including grade levels, etc. needed to prepare the location for any proposed construction. 3. Prepare alternative exterior drawings of proposed structure(s) that would accommodate present space needs of the city govern- ment ... and include no less than the proposed future space needs as projected in the Neumann Study. 4. Examine the U -Smash -'Em site and suggest the best possible, and most profitable use of the site; e.g. parking, storage/warehous- ing, resale, etc." The Manager's comments are: 1. Proceed with the architectural investigation suggested by the Commit- tee. 2. Recognize that the best use of U -Smash -'Em includes demolition and reuse of site. 3. Recognize that reuse of U -Smash -'Em site is severely limited, for uses other than parking, because other uses would: a. Probably require relocation of the bus depot. Alternative acceptable sites do not seem to be available. b. Require acquisition of Wilson's store and relocation of the trans- former; both significantly costly. c. Probably adversely affect Chauncey Swan Plaza Park. 4. Because the probability of relocation of the Unitarian Church is quite remote and costly, the use of that site should not be considered. 5. The architectural study should investigate expansion on the existing Civic Center site, to include the parking lot north of Civic Center for combined building and parking use. This issue will be scheduled for City Council discussion at an early date. be/sp Space Needs Study and Program for the City of Iowa City Projected through year 2000 Prepared by: R. Neumann Associates Architects - Iowa City, Iowa /78 v � / | .TABLE OF CONTEM� / Q r-• STATEMENT OF PURPOSE The most significant benefit of establishing a long-range masterplan for facilities development is the opportunity to minimize the financial and functional consequences of short-term (remodeling) modifications to those facilities. The purpose of this study is to examine the projected (20 - year) administrative space requirements for the various city.staff. functions and to propose several alternatives which will satisfy the identified space needs. This charge involves consideration of the following objectives: 1. The documentation of current space use and space -related deficiencies. 2. The review and analysis of proposed, departmental space requirements. 3. The examination of the implications of various functional space ar- rangements. 4. The evaluation of the potential of various city-owned•facilities which are not currently utilized or which may be subject to future remodeling. 5. The determination and analysis of various site considerations - zoning, parking, service, utilities and energy conservation - re- lated to the various alternatives proposed. It must be recognized at the outset that the tenuous economic situation as well as the development of new services and functions assigned to municipal government will certainly have a significant impact on future administrative space requirements. Thus the master plan process, which this study repre- sents, must of necessity remain flexible and subject to updating on a periodic basis. L STUDY PROCEDURES The space evaluations and alternatives presented in this study are based on information and other data developed in the following manner. The first task was to survey and document existing space utilization in each of the city -owned facilities included in this study. Original construc- tion documents were examined and site inspections by the Architect were conducted to verify existing space use and evaluate potential for future space use flexibility. Following the initial building surveys, interviews were conducted with staff department heads to identify space deficiencies and document conflicts in functional space relationships. The second task involved the review and verification of the 20 -year projected space requirements developed by the various department heads and reviewed by the city manager. This review required the consideration of the following factors: 1. The historical and projected growth in personnel for the various departments. 2. The anticipated document storage requirements. 3. Anticipated technological impacts (i.e. Computer, word processing and micro -film operations). 4. Projected growth due to creation of new services and functions for municipal government. The projected growth is incorporated in the Program of Space Requirements included in this study. The third task required is the evaluation of the potential of existing space resources for space use flexibility and expans.ion to meet future needs. Consideration must here be given to maintaining desirable interdepartmental functional relationships as well as assessing the financial impact of the 2 //9 Study Procedure SUBMIT STUDY REPORT PRESENT CONCLUSIONS AND RECOMMENDATIONS, MEET WITH CITY COUNCIL AND PREPARE DEVELOPMENT PLANS FOR ALTERANTIVES. EVALUATE CONCEPTS, PREPARE COMPARATIVE ANALY- SIS REGARDING FLEXIBILITY, EXPANDABILITY AND COST. FORMULATE ALTERNATIVE CONCEPTS WHICH SATISFY PROJECTED SPACE NEEDS. COMPARE PROJECTED SPACE NEEDS 141TIl EXISTING SPACE USE TART i A i AND DEVELOP A PROGRAM OF SPACE REQUIREMENTS. DEVELOP CURRENT PLAN LAYOUT FOR EACH FACILITY UNDER CONSIDERATION OBTAIN SITE INFORMATION AND DOCUMENT 14ITII PHOTOGRAPHS. ESTABLISH OPERATIONAL METHOD, LINES OF COMMUNICATIONS AND EXCHANGE INFORMATION. i L EXISTING SPACE USE EVALUATION The two buildings housing administrative staff offices are the Civic Center (city -owned) and the Davis Building (rental space). It was necessary to ac- quire space in the Davis Building due to inadequate available Space in the Civic Center to accomodate the functions of the assisted Housing Program and the Planning and Program Development Department. While the space available for these functions is generally adequate, it must be noted that it presently costs the city approximately 530,000 per year in rent and utilities to maintain that space. I The Civic Center accommodates most of the administrative staff office space required. Functions currently housed there include: The Police and Fire Departments, Finance Department, City Clerk's Office, Legal Department, Human Relations Department, Housing and Building Inspections Department, as well as space for Citv Council and Manager functions, (A comparison of the ' current space use and projected space requirements can be found in the next section). In general, the building supports the functions mentioned because it must. However, it is apparent, even to the casual observor, that.signi- ficant space -related deficiencies exist. The most serious space inadequacies involve the Fire Department, Police De- partment and Finance Department. The Fire Department is operating under significant handicaps as a result of insufficient space. Engine access into Gilbert Street is undesirable. The lack of space in the engine room requires that frontline equipment be stacked in the bays. I.S.O.'recommen- dations include increasing the manpower on pumper and aerial ladder trucks by 1 man each. However, dormitory space is presently inadequate by half- dozen spaces at present. Both maintenance and training space is also in- adequate. The space allocated to the Police Department was probably inadequate in 1960 and the department has added 30 personnel since then. The 5 administrative and control area has been remodeled, however, functional i relationships in the area remain awkward. Visual control is sacrificed. (1 The booking area is inadequate and interview space is practically non- existent. Space for investigative activities is totally inadequate and squad rooms and training areas are also insufficient. The Finance Department is presently short of space. Time will aggravate this condition because this department will probably be subject to expansion in programs and space in the future. Current needs include the expansion of the document retention area, the addition of conference/meeting space and the expansion of office space and storage areas for central services. It should be emphasized that the expansion of receiving and storage facilities within the Civic Center is necessary to satisfy the needs of all departments. Staff functional: areas could be better organized and related if additional space were available. This would allow for increased work efficiency. The fact that PPD and Housing assistance functions are located in the Davis Building is a compromise of their functional relationship to other staff operations. Conference space is generally inadequate, and the location of these rooms forces compromises in the security of work areas during "after- hours" meetings. The Civic Center building, itself, contributes to organizational dysfunction. Due to overcrowding there is little flexibility remaining in the existing interior space configuration. However, the structure retains considerable remodeling flexibility. In addition, the building is not accessible to the handicapped as required by law. R !/9 0 PROGRAM OF SPACE REW IREMENTS In the previous section, several space related deficiencies were identified. The next step is the development of a Program of Space Requirements. Such a program must first compensate for existing space deficiencies; and second, it should include space needs projected on the basis of a realistic twenty- year growth pattern. It is relatively easy to establish current space needs which will compensate for identified deficiencies. It is more difficult to project, over a long time period, the manner and extent to which municipal government will grow and change. Nevertheless, itis imperative to develop realistic estimates as a basis for future master plan decisions. The actual growth in city population and the increased demand for new services provide some clues to future trends. 70,000 60,00 90,000 .0,000 J C]0,000 a 20,000 10,000 0 YEARS PROJECTED POPULATION GROWTH FOR IOWA CITY 7 11f .-......... lmm.apommo�m.......... YEARS PROJECTED POPULATION GROWTH FOR IOWA CITY 7 11f In determining functional space requirements, the intent is to identify the extent of space necessary to support: 1) the furniture of the appropriate work stations and other occupants; 2) the associated storage requirements; and 3) the functional processes or activities which must take place during the workday. While a visual inspection of work areas may serve to identify general space -related problems, a program of current and projected space needs must be developed and compared with existing available space to define the precise limits of the problem. Presently the administrative staff occupies approximately 12,000 S.F. (net) in the Civic Center and another 3,200 S.F. (net) of rental space in the Davis Building. The Police and Fire Departments occupy approximately 11,600 S.F. (net) in the Civic Center. As indicated in the previous section, there are several departments which have significant current space needs. Among the administrative staff departments the following additional area is required to support present functional activities. FINANCE DEPARTMENT Document Retention 800 S.F. General Storage (paper & supplies) 700 S.F. Office Space 400 S.F. Conference/Meeting Room 300 S.F. 2,200 S.F. PUBLIC 'WORKS Conference/Meeting Room 300 S.c. Public Reception Area 80 S.F. Office Space (Engineering) 120 S.F. 500 S.F. HOUSING & INSPECTION SERVICES Public Reception Area 150 S.F. Plan Review Area 150 S.F. Office Space 200 S.F. 500 S.F. J //9 I ■ The Police Department requires an additional 2,350 S.F. in support of the following functions: Booking and Interrogation, Control Desk, Evidence Storage & Examination, Investigations Room, and Squad Room/Meeting Room. The Fire Department has a critical space need when compared with similar departments in support of center city areas. 7,650 S.F. in addition to, present space is required to support adequate training and maintenance facilities, quartering of shift personnel, storage of equipment and admin- istrative office space. Thus, it can be seen that present available space is more than 11,000 S.F. short of meeting current. functional needs. A program of space.requirements. through the year 2000 has been included at the end of this section. Also a recap of the comparison 6f existing space to current and projected space needs is presented in Figure IV -I. 2 Figure IV -1 EXISTING SPACE USE VS CURRENT AND PROJECTED SPACE NEEDS Function Manager/Council Human Relations Legal Department City Clerk Finance Department Administration Treasury Division Accounting Division Central Services Word Processing *Planning & P-ogram Development Public Works Director Engineering *Housing & Inspection Services SUBTOTAL (Admin. Staff) Police Department Fire Department Existing Space Utilization Net S.F. 2,650 400 1,020 730 4,270 (950) (1,085) (835) (1,075) (325) 2,570 2,085 (330) (1,755) 1,675 15,400 S.F. 5,250 S.F. 6,350 S.F. *Includes space in Davis Building. (3,200 S.F. Total) Projected Space Needs Net S.F. 2,878 800 1,100 900 7,403 (2,025) (1,190) (1,650) (1,810) (728) 2,819 3,496 (612) (2,884) 3,769 23,165 S.F. 9,000 S.F. 18,000 S.F. Current Additional Space Needs (Net S.F.) 2,206 (1,500) (700) 500 (300) (200) 500 3,200 S.F. 2,350 S.F. 7,650 S.F. 10 r CITY OF IOWA CITY - SPACE STUDY DEPARTMENT :CITY MANAGER EXISTING SPACE 1170 S.F. RESTRM. - KITCHENETTE 5' X 12' • . 72 S.F. OFFICES (2) IOC X10' ■ 200 S.F. ASST. CITY MANAGER 12'X 12' ■ 144 S.F. i SECRETARY - RECEP. 12' X 16' ■ 192 S.F. CITY MANAGER 15' X le - 270 S.F. CONFERENCE ROOM 20' X 25' • 500 S.F. PROJECTED SPACE REQUIRED 2 1378 S.F. //9 CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: COUNCIL CHAMBERS rXISTING SPACE 1400 S.F. PROJECTED SPACE REQUIRED 2 1500 S. F. 119 I I CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: HUMAN RELATIONS I F EXISTING SPACE 400 S.F. RECEPTION / FILING 10* X ISS a 1S0 S.F DIRECTORS OFFICE I0' X 10' a 100 S.F. LIBRARY / FILES 10' X Id a 100 S.F. CONFERENCE ROOM 106Xto' a 100 S.F. OFFICE IO'X 10, a 100 S.F. OFFICE IO,X 10' a 100 S.F. OFFICE 7.5'X IO' a 75' S.F. OFFICE 7.5, X 10, - 75 S.F. PROJECTED SPACE REQUIRED a 800 S.F. //9 I 1 _ i i i CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: LEGAL EXISTING SPACE = 1020 S.F. ATTORNEY OFFICE 10, X 12, a 120 S.F. ATTORNEY OFFICE 10' X 12' ■ 120 S.F. ATTORNEY / PARALEGAL 10' X 12' m 120 S.F. SECURE FILE STORAGE 3'' X 10' ■ 50 S.F. INTERN OFFICE 10, X 20, ■ 200 S.F. SECRETARY - RECEPTION 10' X 2d s 300 S.F. LIBRARY / CONF. ROOM PROJECTED SPACE REQUIRED 20'X 20' ■' 400 S.F. 2 1100 S.F CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: CITY CLERK EXISTING SPACE a 730 S.F. CLERKS OFFICE IO'X 12' a 120 S.F. DEPUTY CLERK 10'X 12' a 120 S.F. OFFICE 10'X12' a 120 S.F. WORKTABLE / CODE 10'X 12' a 120 S.F. SUPPLEMENTS COUNTER/ CLERK - TYPIST 10' X 16' - 160 S.F. VAULT STORAGE 10' X 16' ■ 160 S.F. MISC. STORAGE PROJECTED SPACE REQUIRED 10' X 10' a 100 S.F. 900 S.F. //9 l I CITY OF IOWA CITY - SPACE STUDY DEPAR 7 MENT : FINANCE ( FINANCE ADMINISTRATION) EXISTING SPACE = 950 S.F. COATS AND COPIER AREA 5'X15' • 75 S.F. TOR'S OFFICE 15' X IS' = 225 S. F. ETARY / RECEPTION 10'X 20' = 200 S.F. ERENCE ROOM 15' X 20' = 300 S. F, DOCUMENT RETENTION ROOM 3$ X 35' = 1`225 S.F. PROJECTED SPACE REQUIRED = 2025 S.F. //9 CITY OF IOWA CITY - SPACE STUDY DEPARTMENT : FINANCE ( TREASURY DIVISION ) EXISTING SPACE = 1085 S. F. TREASURERS OFFICE 10'X 12' • 120 S. F. I IF] PUBLIC COUNTER AREA 21'X 10' ■ 210 S.F. VAULT STORAGE 8! X 10� ■ 80 9. F. DIVISION STAFF 26'X30 780 S.F. PROJECTED SPACE REQUIRED = 1190 S.F. //9 i CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: FINANCE ( ACCOUNTING DIVISION) i ING SPACE 935 S.F. CONTROLLERS OFFICE IO,X 12, ■ 120 S. F. INFORMATION SPECIALIST IOC X 12' a 120 S. F. RECORD STORAGE 5' X 12' - 60 S. F. COMPUTER ROOM 15' X 20 300 S. F. DIVISION STAFF 3dX 35' • 1050 S.F. PROJECTED SPACE REQUIRED = 1650 S. F. //9 CITY OF IOWA CITY - SPACE STUDY DEPARTMENT : FINANCE ( CENTRAL SERVICES) ❑❑ PURCHASING AGENT BUYER'S OFFICE SR. CLERK -TYPIST CLERICAL ! FILING I� PAPER STORAGE MAIL ROOM CENTRAL SUPPLY EXISTING SPACE a 1073 S.F. 10'X 10' a 100 S.F. lo'x Id a 100 S:F 8' X 10' s 80 S.F. 8' X 10' = 80 S. F. Id X IS' : ISO S.F. 10' X 10' a 100 S.F. 20' X 30' a 600 S. F. PRINT SHOP 20' X 30' 600 S.F. PROJECTED SPACE REQUIRED = 1810 S.F. //9 I i I I I CITY OF IOWA CITY - SPACE STUDY j DEPARTMENT: FINANCE ( WORD PROCESSING) Ii EXISTING SPACE 323 SF. EXISTING SPACE 323 SF. SUPERVISOR'S AREA 8'X 10' n 80 S.F. RECEPTION 6' X 8' • 48 S.F. OPERATOR'S WORKSPACE 16' X 21Y : 820 S. F. EQUIPMENT AREA WX2d ■' 280 S. F. PROJECTED SPACE REQUIRED = 728 S.F. j CITY OF IOWA CITY - SPACE STUDY DEPARTMENT :PLANNING a PROGRAM DEVELOPMENT DEVELOPMENT PROGRAMS TRANSPORTATION PLANNING RURAL PLANNING INTERNS' OFFICE 15'X IS' CONFERENCE RM. GRAPHICS AREA 220 DAVIS BLDG = EXISTING SPACE 2570 S.F. S. F. 220 S. F. 225 S. F DIRECTOR'S OFF. 12'X12' 10'X10' 244 S.F. HUMAN SERV. PLNR. SECRETARY 8 FILES 10' X 17' 8'X10' 10'X l0' 350 S F. LIBRARY PLAN AOMINISTRA. 10%12 10X10' IO'XIO' 320 S.- F. COB PROGRAMS 10X12 10X10 10'X10 320 S.F. DEVELOPMENT PROGRAMS TRANSPORTATION PLANNING RURAL PLANNING INTERNS' OFFICE 15'X IS' CONFERENCE RM. GRAPHICS AREA 220 S.F. 220 S. F. 220 S. F. 225 S. F 300 S. F. 400 S.F.- PROJECTED SPACE REQUIRED 2819 S. F. //9 I 1 CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: PUBLIC WORKS DIRECTOR i Ar E II EXISTING SPACE = 330 S.F. W //9 SECRETARY- RECEPTION 14' X 12' a 168 S. S. F. DIRECTOR'S OFFICE 12' X 12' = 144 S.F. CONFERENCE ROOM 15'X 20 s 300 S. F. PROJECTED SPACE REQUIRED = 612 S.F. //9 CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: ENGINEERING EXISTING SPACE 1733 S. F. SECRETARY / RECEPTION ❑a CITY ENGINEER OFFICE ASST. CITY ENGINEER CIVIL ENGINEER OFFICE CIVIL ENGINEER OFFICE CHIEF INSPECTOR INSPECTOR'S OFFICE LIBRARY / CONK RM. BLUEPRINT ROOM FILING ROOM DRAFTING ROOM LAB AND EQUIP. STOR. PROJECTED SPACE REQUIRED 20' X 20' = 400 S.F. 12' X 13' ' 180 S.F. 12' X 12' a 144 S. F. 10' X 10' 100 S. F. 10' X Id = 100 S. F. 8' X 10' : 80 S. F. 8' X 10' a 80 S. F. 10'X 14' a 140 S. F. 10' X 10' a 100 S. F. 12' X 30' i 360 S. F. 24'X30' ■ 720 S.F. 16' X 30'' = 480 S. F. 2884 S.F. /0 IF CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: HOUSING AND INSPECTION SERVICES EXISTING SPACE - 1073 S. F. DIRECTOR'S OFFICE 15'X'I5' 2 225 S.F. SUPERVISOR 9 PLAN REVIEW 15'X 16' i 240 S.F SUPERVISOR'S OFFICE .12' X 12'. s 144 S.F. �❑ SECRETARY 8 COUNTER 10' X 20' 200 S.F. 2 FILE CLERK 10'X 10' 100 S.F. BUILDING INSPECTORS 12.5 X 32 = 400 S.F. HOUSING INSPECTORS PROJECTED SPACE REQUIRED 18'X 32' a 576 S.F. c 2235 S.F //9 i CITY OF IOWA CITY - SPACE STUDY DEPARTMENT: HOUSING ASSISTANCE 8 REHABILITATION EXISTING SPACE (DAVIS BLDG.) ■ 600 S.F. COORDINATOR PUBLIC RECEPTION SECRETARY 12'X 12' ■ 144 S.F. 12'X 13' s ICO S.F I 20'X 23' ■ 300 S.F. HOUSING SPECIALISTS (2) 12'X IS' ■ 360 S.F. i HOUSING REHAB. OFFICE 14' X 23' ■ 330 S.F. f PROJECTED SPACE REQUIRED = 1334 S.F. i //9 I CITY OF IOWA CITY - SPACE STUDY DEPARTMENT : FIRE DEPARTMENT NEW ENGINE ROOM 100' X 60' = 6,000 S.F. CITY OF IOWA CITY - SPACE STUDY 1080 DEPARTMENT: FIRE, DEPARTMENT ( CONT. ) D MENS LOCKER ROOM 40'X 30' = 1400 S.F. WOMEN'S LOCKER RM. 20'X20' • 400 S.F. SHOP AND STOR. 40'X30' ■ 1200 S.F. i MENS DORM 9O'X 12' ■ 1080 S.F. WOMEN'S DORM' 12 X 20 ■ 240 S.F. CLASSROOM AND MULTI • PURPOSE RM. 30'X 28 = 924 S.F /I DEPARTMENT: FIRE DEPARTMENT (CONT ) HOSE TOWER 8'X 11' = 88 S.F. EXCERCISE AREA 30'X 30' = 900 S.F. STUDY AREA AND 25, X 20, = 500 S.F CLASSROOM WATCH DESK AND 1T X 14 = 238 S.F. ALARM CENTER RECORDS STORAGE 20,X20, = 400 S.F. I� BATT. CHIEF OFFICE 15'X 15' _ "225 S.F. BATT. CHIEF DORM 25'X 10' = 250 S.F. ❑ JANITOR 6, X 7, = 42 S. F MSA REPAIR ad 15'• = 300 S.F. CHIEF'S OFFICE 15, X 12' = 180 S.F. SECRETARY 15'X12' = 180 S.F. FIRE MARSHAL 15,X 12, = 180 S. F. TRAINING OFFICER 15X12' = 180 S.F. TOTAL PROJECTED SPACE REO'D 14,907 S.F /0 EVALUATION OF EXISTING SPACE RESOURCES The discussion in previous sections of this study has indicated that serious space deficiencies exist for several city departments or offices. Since the Civic Center does not contain sufficient space to meet even current needs, other resources must be considered in providing for the necessary expansion. These resources could include the acquisition of additional rental space, the re -use of other city owned facilities, and/or the construction of new facilities. Rental space is often economical when the demand for additional space is not constant or will be short-lived. The annual cost for rental space @ $8/S.F./year will be comparable to the annual cost of new construction @ $60/S.F.,(assuming interest costs @ 10%) prorated over 20 years. Some potential disadvantages exist with rental space. Satisfactory area in the configuration required is often not available within an acceptable distance. Often, some initial basic work must be done to render the space functionally suitable. In addition, future expansion potential is usually limited. On the other hand, new construction can be designed to the actual require- ments for a functional, efficient layout. Flexibility of construction can also be incorporated allowing remodeling and expansion with a minimum of alterations. And consideration must be given to the fact that the useful life of new construction should be' expected to be 40-50 years. Thus, new construction encompasses the advantages of initial efficiency of layout, accommodation of future expansion and long-range cost effectiveness. The alternative to leasing and new construction is the re -use of existing City -owned buildings. Finished space on the third floor of the Senior Center i (Old Post Office Building) is currently not utilized. Unfinished space is available in the City -owned "U -Smash -Em" Building; and space may become available in the old wastewater treatment plant in the future. 12 //9 t Approximately 3,000 S.F. of office space is available in the Senior Center. This is basically prime, finished space ready for immediate occupancy. How- ever, this areamay be available for the short term because senior citizen activities are currently scheduled for expansion into this area on a priority basis. The "U -Smash -Em" Building is presently used for miscellaneous storage (stolen bicycles, parking meters, etc.). The quality of interior space is poor and deteriorating. A considerable investment ($200,000 or more) would be required to renovate the building for administrative office space. Its potential for warehousing is greater. Hovever, even this function would require structural renovation, roof replacement and installation of mechanical and eiectrical support systems. Obviously the high initial investment to make the building habitable is not consistent with short term use. Therefore the primary value of the site lies in the demolition of the building and the re -use or re -sale of the site. The wastewater treatment building incorporates a.vehicle storage and main-• tenance garage and administrative support areas for various pollution control functions. The original building (minus the garage addition) was constructed on several levels and the configuration of the stairs makes circulation difficult and handicapped accessibility impossible. Modification of this structure for administrative office space would probably not be cost effective. Installation of an elevator, replacement windows, interior finishes and remodeling of the garage would result in construction costs in excess of $200,000 for 5,000 S.F. This building is probably better suited to a maintenance and/or storage type function, and could be easily converted to that use. A consideration in evaluating the viability of rental and re -use options is the introduction of fragmented, decentralized office locations for functionally related departments. Separation of related functions can result in ineffective and insufficient comnunication as demonstrated in the separation of offices between the Civic Center and the Davis Building. Thus, it appears that 13 /i9 I neither the rental space option nor modification of existing facilities for +I re -use presents any desirable long-range alternatives for satisfying existing additional space requirements. If we then look to new construction to satisfy expansion needs, the following options must be considered. In the case of outdated inflexible existing facilities, construction of totally new replacement space with built-in expansion capability must be considered. if existing facilities are reason- ably functional and flexible to the extent that remodeling and expansion possibilities exist, then consideration should be given to the construction of expansion space and remodeling as required to maintain functional space use. The Civic Center must be examined with remodeling and new construction in mind to fully explore these options. While the Civic Center has some critical problems, the building and site offer several advantages. 1) The site allows for building expansion. 2) City -owned parking areas adjacent to the building could be made available for appropriate future development. 3) The existing building design is reasonably functional and flexible enough to allow remodeling. 4) The building life span should extend another 20-30 years with reasonable maintenance. 5) The building presents a suitable, attractive image for municipal administrative functions. The difficulties with the present building center around expansion of the Fire and Police Departments. This part of the building cannot be effectively expanded in any functional manner, yet it represents the largest current space need. Except for inadequate space in general, other less critical problems include location of the building in the Ralston Creek floodplain and inaccessibility of the interior offices to the handicapped. 14 //9 I In considering the planning strategy for new construction, the following objectives should be achieved. 1. Ultimately, the additional space provided should satisfy the need and be flexible enough to accommodate the appropriate functional relationships and allow for future expansion. 2. All administrative functions should be centralized in one facility to encourage efficient interdepartmental communication and public accessibility. 3. .All facilities should be accessible to the handicapped in accordance with Federal law. 4. New construction should be firmly based on sound principles of energy conservation. Several alternatives involving various degrees of new construction will be presented in the next section. 0 15 /I CIVIC CENTER - LOWER FLOOR 68 % NET USABLE SPACE ( 59280 S. F. CIVIC CENTER - UPPER FLOOR 75%- NET USABLE. SPACE ( 5,843 S. F. ) C���V VLG INVCSIIUOIUX 7 ROOM SUPERVISORS OFFICE 1 MEETING EVIDENCE ROOM ROOM INTER• SHADED AREAS INDICATE SPACES AVAILABLE FOR ALTERNATE USE EVIDENCE ■ DN� STORAGE ■ GARAGE SHAKE DOWN R RnnrlNr. UPPER FLOOR PLAN CIVIC CENTER PROPOSED POLICE DEPT EXPANSION NORTH SCALE 1/I6":1'•0" 16 ALTERNATIVES The existing facilities have been evaluated, deficiencies have been identified and various corrective strategies have been discussed in terms of the planning objectives. The next step in the study process is the development of several comparative alternatives for consideration. t In any list of alternatives there is always the option to do nothing. Since the objective of this study is to address existing problems, which are not likely to be reduced with the passing of time, doing nothing is i not a responsible solution. The other extreme would be to vacate existing facilities and select a new site upon which to build a new City Adminis- trative and Public Safety building. i This alternative, while it may have some long-range (40-50 years) economical benefits would require a significant initial investment. Construction cost for such a project (50,000 S.F. @ $60/S.F.) would approach $3,000,000. In addition, the present building would have to be disposed of in some manner (demolition or resale) and a site capable of supporting such a new facility would have to be purchased. Given the current economic climate, this approac', would probably have the same result as the "do nothing" approach. Certainly the practical solution lies somewhere between the two extremes just cited. The following alternatives were developed in response to the documented need for facilities expansion and in accordance with the planning objectives included in the previous section. It is the intent that consideration of these alternatives, in conjunction with the information included in this study, will contribute to a better understanding of the space-rel8ted problems and opportunities facing Iowa City. 17 ■ I ALTERNATIVE N0. 1 This alternative is based on the immediate construction of a new Public Safety Building with space for the Police and Fire Departmnets. The site required for such a — facility would need to be near the City center area in order to provide adequate fire protection services. The vacated space in the Civic Center would then be available for remodeling for administrative office expansion. Advantages: 1. Construction of facilities for the Police and Fire Department would satisfy the largest current space need. 2. The Fire Department would be relocated from the Civic Center. 3. The space vacated in the Civic Center would be adequate for expansion of administrative staff depart- ments into the future: Disadvantages: 1. Financing the construction of a Public Safety Center would require a substantial Bond referendum. 2. The City does not presently own a site which would be suitable for a Public Safety Center. 3. The vacated space in the Civic Center exceeds the current space needs for staff office expansion and the remodeling costs associated with the jail area will be relatively high. Financial Data: Construction of new Public Safety Center. 28,000 S.F. @ S60/S.F. $1,680,000 Site Cost 600,000 Remodel Police/Fire Dept. (7850 S.F.) 275,000 E //9 I r ALTERNATIVE NO. 2 This alternative envisions the expansion of the Civic Center Building with a multi -story addition capable of satisfying all current space required as well as providing for future expansion flexibility. Advantages:, 1. Facilities for all municipal staff functions including Police and Fire Departments would be centralized at one location. 2. Construction could be phased to allow future expansion for administrative staff functions at a future date. 3. A new site would not be required for additional construction. Disadvantages: 1. Existing parking in the lot north of the Civic Center would be severely reduced. 2. The total available site is minimal for con- struction of a new fire station. 3. There would be inefficient site utilization during the time between construction of the Fire Station and later construction of additional administrative staff space. Financial Data: Construction of Fire Station 18,000 S.F. @ 550/S.F. $900,000 Remodeling of Existing Police/ Fire Department 275,000 Construct Administrative Office Addition to Civic Center 14,000 S.F. @ S60/S.F. 840,000 19 ALTERNATIVE N0. 3 The practical limits of the City's financial capability may be best served by an alternative which lends itself to phased completion. This proposal recommends the construction of a new Fire Station on a separate site and the remodeling of the vacated area in the Civic Center to satisfy current space needs. A future adaition could provide fur necessary expansion of administrative office. space. Advantages: 1. The Fire Department could be constructed in the near future in response to the most critical current need. 2. The remote location of the Fire Department does not encumber the present Civic Center site. 3. Phased completion of new construction and re- modeling allows financing to be closely related to current and future space needs. Disadvantages: 1. Site selection for the new Fire Station is the most significant problem. The following City -owned properties were considered as potential sites; however, each has disadvantages. Gilbert Street Waterpipe Storage Lots are too small and access is too restrictive. "U -Smash -Em" Building Site would also restrict access, and proximity of flood plain makes site development difficult. 'The location of the Wilson Building and the electrical substation also restrict the potential of the site. N Benton Street Park Site contains sufficient area; however, the configuration of streets and railroad tracks in the area could significantly reduce accessibility to the center -City area. Alternative site options should be developed if this alternative_is pursued. Fin Con Remc Addi ;l This alternative proposes to satisfy existing space needs by acquiring additional rental space and utilizing existing facilities ("U -Smash -Em" Building and Waste Water Treatment Plant) to be remodeled for future expansion requirements. Advantages: I. The securing of rental space does not require the approval of Bond financing that new construction would. 2. Rental space can be secured in response to actual current needs. 3. Existing facilities can be re -used. Disadvantages: I. It may be difficult to secure the appropriate rental space at the time it is needed, and scattered facility locations will probably result if rental space is relied on for future expansion requirements. 2. Decentralized office space may result in in- efficient coordination and communication between related department functions. 3. None of the existing facilities is suitable for satisfying the Fire Station needs and that is the most serious current problem. Financial Data: Rental space is usually less economical to operate and maintain than City -owned facilities. Initial construction work to make rental space suitable or functional for the intended occupancy may result in significant additional cost. 22 //9 I 9 Ri Ti of bi 51 vel CONCLUSIONS AND RECOMMENDATIONS In selecting the best alternative among those presented, the following considerations must be weighed. I. Does the proposal satisfy the programmed space requirements in a functional, efficient manner? 2. Are the funding requirements compatible with the financial capability and disposition of the community?. Alternative Number One would certainly satisfy the functional space requirements for the Police and Fire Departments assuming a satisfactory site is available. The vacated area in the Civic Center would more than satisfy the current administrative space needs. However, there is probably not enough space available for long-term expansion; and the functional relationship of the vacated area to the rest of the Civic Center, together with handicapped accessibility requirements, make this concept less than optimum. Alternative Number Four does not satisfy the current spare requirements for the Fire Department; and the securing of additional rental space is more a "stop -gap" remedy than functional master planning. As such, Alternative Number Four contains little to recommend it, except perhaps a lower initial cost. Alternatives Number Two and Three are very similar in response to satisfying both current and future function space requirements. The expansion program can be tailored to the appropriate requirements for each phase. The advantage of Number Three is that the Civic Center site is less drastically affected; and hopefully, a less restrictive site can be acquired for construction of a new Fire Station serving the Center City area. Thus, it is the recommendation of R. Neumann Associates that the City Council consider meeting the future functional space requirements as outlined in Alternative Number Three. 24 119 i I ~ ` Follow-up Evaulation of Space Needs A committee including Hary Miller, Mike Kucharzak, Cathy Eisenhofer, Anne Carroll, Bob Keating and Don Schmeiser was appointed in late October, 1983 to review and evaluate the space needs study prepared by R. Neumann Associates, Architects in late 1982. our instructions were to make recommendations to the City Manager in regard to the Neumann study; suggest alternative approaches to space needs, if any; and, to consider not only future needs but also cost factors and accessibility for the handicapped. Our recommendations and conclusions follow. A Summary and Recommendations 1. The Neumann study offers bothrep sent and projected space needs for existing public services engaged in by the government of Iowa City at the present time only. No mention is made in consideration of any additional public or support services that may occur in the future. Thus, projected space needs may not PTove adequate for the next twenty years. 2. The U -Smash -'Em building should not be considered for renovation and reuse as an office facility. We agree with the Neumann Study that "the primary value of the site lies in the demolition of the building and re -use or re -sale of the site. We recommend site re -use., 3. Construction of a new Central Fire Station. perhaps on the U -Smash -'Em and Bus Depot sites offers the best nearly immediate answer to the needs for space for city governmental activities. However, while the construction. of a new fire station and the renovation of the present fire department facility as a police facility combined with other offices, offers an element of immediate relief; ir9 it is not the best long-term solution to space needs, in our opinion. At best, this alternative is only "stop -gap" in nature. Obviously, construction of a new fire facility and renovation of the present fire station as a police building addition does not adequately address the total space needs of the several operating and staff departments of the city. In our opinion, a narrow focus upon the space needs of a sin- gle department or unit without consideration of those of other departments is short-sighted; constitutes poor allocation of resources; and, simply delays critical decisions that should have been made years ago. 4. Additional rental space for city offices and functions is not recommended. Rental space close enough to the Civic Center that is desirable; offers efficient office and working space; is structurally and physically adequate; and, is competitively available, does not exist. Further fragmenting of city functions. . . by location of these functions. . . should be avoided. S. The Neumann Study suggests the option "to do nothing" in re- gard to space needs. We agree that the "do nothing" option fails to address the problem and is unacceptable if the administration and city council are serious about addressing the issue. 6. Alternative N1, p. 18, of the Neumann Study is recommended for j consideration by the City Manager and City Council. In our opinion, it is the only alternative that fully addresses current space needs and does not gloss over possible future i needs and expansion of services. The advantages of this alternative greatly outweigh the dis- advantages. i Sites are available that,with some reworking and imaginative design,.would be adequate. The two sites that come immediate- ly to mind are the U -Smash -'Em location and the area directly north of Central Fire Station. The second alternative could /l9 include the site presently occupied by the Unitarian/Universalist Church, if that congregation would be receptive to an offer of purchase and relocation. The second advantage is that expansion of the Civic Center to the north of the Central Fire Station would make possible the functional flow of several governmental departments and divisions that are interrelated by the type of tasks and functions per- formed. Interrelating of like or similar functions would great- ly contribute to efficiency of the several related operations and enhance the effectiveness of service delivery to the public. Third, a program of construction to the north would promote "ground -level" access for the physically handicapped to a very large portion of the Civic Center most frequented by the public. Coupled with any proposed new construction, exterior slanted plane, enclosed hallways or walkways could lead to any location to the present Civic Center or any proposed additions to it. Fourth, expansion to the north would not remove any taxpay- ing private property from the tax lists. Fifth, little general loss of parking space or parking revenues would accrue to the City if this option is accepted. Some loss of space might occur if a drive through fire department engine room was added. The ramps or incline leading to the engine room would extend into two or three parking spaces, but the loss would not be significant. Sixth, the U -Smash -'Em site would be retained for other purposes, including the possible construction of a parking ramp. Indeed, upper level parking on the suggested construction north of the Central Fire Station is a solid possibility also, if structurally and architecturally feasible. Some disavantages to construction north of the Central Fire Department are apparent. First, fire department access to Gilbert Street would still be mid -block (approximately) and thus more hazardous than an exit that would allow both north /south and east/west runs. t/9 This objection could be overcome and the hazardous condition substantially reduced by electronic signals that are presently available. Second, if the Unitarian/Universalist property became avail- able, a substantial cash outlay would be required unless city I owned property was available in trade as a partial payment. While the committee strongly recommends that Council explore the possibility of extending the Civic Center north of the Central Fire Station, we also suggest that creative design and perhaps imaginative financing be considered in any future . building plans of the City of Iowa City. For example, multi -story buildings offer better use of space than single level, spread structures. Living quarters; training rooms and administrative facilities of the fire department can be located on the second floor of a properly designed structure. All but the public access portions of the police department and all other city departments can be housed in non -ground level floors of a well designed building and still provide handicapped access as needed. Upper level and excavated level housing is generally the lowest priced portion of building construction. Financing of any construction should include imaginative possible combinations of funds and purposes. For example, office housing, police and fire departments, renovations of the existing structure might be financed from a "mix" of general obligation bonds; community block grant funds and cross -charge rentals, if these combinations are allowed by law. It is conceivable that a fire, police, office structure could have one or more parking levels on the upper levels with permanently occupied office space, etc. below. Thus, revenue could be generated from the parking or by freeing surface space for parking. If this type of structure is feasible and legal, cross -charge rental by users might be an annual budget item for the users and paid to the Parking Division. Parking might finance construction through the issuance of revenue bonds. This option is, of course, specu- lative and would have to be carefully researched by the Legal Department. l�9 Obviously, before proper courses of financing can be suggested, Council must agree upon the need for expansion of the Civic Center, determine the availability of proper sites,and explore construction alternatives. Finally, the committee recommends that Council appropriate a sum of money sufficient for the City Manager to engage a qualified architect to: 1. Study the possibility of the expansion of the Civic Center north of the Central Fire Station. 2. Prepare site drawings, including grade levels, etc. needed to prepare the location for any proposed construction. 3. Prepare alternative exterior drawings of proposed structure(s) that would accomodate present space needs of the city government. . . and include no less than the proposed future space needs as projected in the Neumann Study. 4. Examine the U -Smash -'Em site and suggest the best possible, and most profitable use of the site; e.q. parkir}g, storage/warehousing, resale, etc. //9 ALTERNATIVE N0. 1 This alternative is based on the immediate construction of a new Public Safety Building with space for the Police and Fire Departmnets. The site required for such a facility would need to be near the City center area in order to provide adequate fire protection services. The vacated space in the Civic Center would then be available for remodeling for administrative office expansion. Advantages• 1. Construction of facilities for the Police and Fire Department would satisfy the largest current space need. 2. The Fire Department would be relocated from the Civic Center. 3. The space vacated in the Civic Center would be adequate for expansion of administrative staff depart- ments into the future. Disadvantages: 1. Financing the construction of a Public Safety Center would require a substantial Bond referendum. 2. The City does not presently own a site which would be suitable for a Public Safety Center. 3. The vacated space in the Civic Center exceeds the current space needs for staff office expansion and the remodeling costs associated with the jail area will be relatively high. Financial Data: Construction of new Public Safety Center. 28,000 S.F. @ 560/S.F. $1.680,000 Site Cost 600,000 Remodel Police/Fire Dept. (1850 S.F.) 215,000 18 //9 DATE: January 4, 1983 TO: City Council FROM: City Manager RE: Requests for Information - Attached Report Attached is a copy of a report requested by a Council Member. Our policy is that inouiries from Council Members are answered with the information being provided to all Council Members, unless the inquiry is a specific citizen service request or of such a minor nature that it would not be of interest to any other Council Member. Attachment: Report to City Council Re. City Attorney Position ^ (c •• cm III 1Y Y] ,9[nCD a%1'U •t.l'Lady �fi DAM Febniniy 3, 1981 70: Ileal FEO/A: Abble RE: Report on City Att Feb. 3, 1970 City Atty. 4i Attorney- ani the ceestinn sch&ule and '.U)dj 3, 1970 tb.yor ropnint Mcola Cnd. at advisability a full-time p Camittee was 28. 19;0 Chairnen lcr c ts� as i tdio3T TO CITY GOWN •L IH oZ31 CITk Ailorll r r. wTe-osla•-�•-•,�,g - .. In order to placo the taport to tha Ci!r Cv=cil ceccorning the duties of u`a City Attornoy in a propar porop:ctiva, the Ctsf.ttac ballavro that it is Important to rovisu the o_ryanaien of the City Attorney's dutica over the peat fifteen (15) years. During the first part of this period, thn affairs of the Ctty varo conducted in the old City Hall. Thu City Cowncit eat once a month with an occasional special mactina; the City Manager digit not have an anciatant; there wan one City Engineer for Iowa City; tho dockat of the police Court was considerably below the praaent level; and urban ronewal and other Yodcral aid progromg were not available. yoll wing the roaoval of City offlcca to the prmnant location .: M., -,—Sr=-! :.a ncid_a—.i; _ _ ._ _ enter f.^-',^I!V-; — the ustabliol=emt of the sewage and water operation ea a nuaicipal unterprixo; (2) the filing of the electric and, gax rate clan aSich extemod over s par" of four (L) years; (3) the oaacteint of a now cm_preh=mira roair.;, ordlaraca and the enectnent of the first Ions City aubdirinion ordinance; (14) a period of explosive gromstlt in the City; rad (5) vm crtcraiva atrast sed sidtvel.'s psvlag progrcm. Thus devalopnanto raoultod in n continual in -meta of ntcitlpel sarvieaa which roaulted in additlnazl dutlay for the City Aherne+. During the latter part of this period therm hsys bean turthsr devalopnnuts which involve the oarvicos of the City Attoracyt (U awac'l ucetiage aro L•old wsohly; (2) tl:o ectivit:oa o: the rlaazimg and Leat ,7 I,c:,.l I I 1 .I I -1- hew multiplied( (1) chanf*a Sa the State 1sv Sacrcctad City Ildility In civil cases to tna aetaullaha,act of driver's licecae orapsrALcu ragulatiene and improv:d traffic safety enforcement renultod in a cub_ etantially greater nlc.hor of coatastad traffic charvnai cvi (S) joint planning with the Univuraity, other titins, mad the county and the achool board intensified. A variety of aoder•nl - City programs, lacludicg urbrn roovrai, required cl000 attention to dotaUed ruled and raguiaticro by the City Attorney. From a hiotoricol parapactivn the questitn at..nr an to why prior City Councils did roc eAr.!rtr rp%nin c full-tiva Cit; .Sttotaup or hire additional help for i"I City Actorney'a Office. Car.--tnciag in 1961, the Ci ry rlid grant too C+t^ Attcrrty'n cffico n part-ticn raronrch ersietrnt from the Low school at ilia Uotvaretty of Icroo. The prcblcn van partially allovinted by the ueo of irdapcadcnt lagnl cotmael in carrain arema of riry govornneot, such ra+ r!;.. Airpart Caaairaicn and urben roome1, Further - rare, the City lacrenoaJ clip mornt of insurance cavorogo for municipal tis¢ nuWbor of [macs L�rolvLor, the City GC team; A taconJ Zc;ls). r;c:^arch rzoiatcnt vgo also rr.�lapod. Brie in rhe! -1-,a thr.t the cotrlcil t1_3 nxdo n c=-prahm4ien ravi(w of the overall dutS:.r, n,aponaibili.tica rod cogrrsnG.cn of the officq of City Attcrncy. 7:;c cta_1tt¢a foals strongly that the dutlee of the City-Artmilmy hary fnr.cc::arsd nn dreJ Weally in nunbaT r: td c"plorits .'•:.t nr ntivrcr. (?7 More has boon an Increase in the snaunt of ccmpM,&tioa paid to the City Attorney and a chimae in the proctdura by which cc--p=;tticn It d4turzinod. At nm tl. t -m1-:7 CZ thi City Attomsy was an A fixed IrMuAl oaltry but.cc=pev,*attvm is Mead now on an contal inalary plus extreardimaxy ava""Ation for certain ltsted duti&3. nO Cot=ttgo bGllavg* that cOv7'—'m4tiGv Cor lffnl carvIcam should be Sr -,ad WOOL the duties And resporinibilitlea ci,: fcrt:h Inter in t4is Sq -art. I 0 /020 II. I58U19 ?he Cesaittoo baliavaa tho foV.o,Arg gaesticas have bean raiand I by the City Council's aoaigumsat for tha Conittaot 1. Vho does tha City Attorney represent? 2. What aro the duties of the City Attornayt 7. Is a full -tiro City Atcornay cscaoaary. is a part -ti= City Attorney sufficient. or is a^= ccz6ia4:lon of the two raquirod to properly fulfil t.!.a dutiss of ttx City Attorney? 6. Should the City Attorney be the cocoa: for tha lc<nl planning cgcncy is the Utbaa IC :Xal Prrore0? . 5. What aalssy should bn paid to the City Atom y's craft to rocomended by this C=U c tai! P -S- R 9 III. COMCLUaimis r r }; li,. yy-y�CCYY um :eachod the follovlp8 copcluslt[a� ip apayoe [o C these questional 1• The City Attorney represents the citicoee of Iona Cltg acting through ita Cir:y Council, and Is not lagel "+"'A for the City Menater oi• LWPartmot Head.. It is Pnrtinclarl• [hot the city A'tornuy retoln end oefntsfn na r„,� S 1t;7ortaat atatua frnc frt.' the control of ther_._... epadsnt Gln onY Corm c ly to the Cit .' ..—"••""ttatioa and er"sbar- . 2. Tho Cocaittcc ssparlonccd great difficultfca in Bnflaing t:a dutiom of tjjj of Clay Attorney, turd it is appern tbnt no char d.flaitlrn of [Lane dutlea suior&. Ior thn b,u c°1.t n_a bm Covacll, the aPPlic&blS pro,•lcionn of the lc�r:, ,,"SCA of Liz M=Icipal OrdlLormcr. am Mt forts ir. Zshibic ""' alt Mid hereto. The (.L4^,1lt tl'n hCO aakad tL•o City d,tto;npy co list Cao aetieIt'" in vhirh ht brn, 1n fact. partic/jrrrm1 sa la ,l cau�a3 for the City, :':roe rap bo 11tren rii..+d :.aa fellw.•ar A• Attendr•cw et all fora*.I, r.; ;,+ pct icfa:turl„ rx,oLiars of tho City Guadl. a• Attandttnar at a;•rrt.;+ _,.,a_`. ;! v�lenat3.Ft-n64Cri,ar.s:t:�+:•rt4 cr�atY icr, ca^'cn xnL lca t1r;,.o othor a t .ft..ou.. Porrd Ci+ nr: - _icrA p_•[C6 P1L� S.ry ; r...,!�_ of the C.i I .. c!('•_,.a_ r-oyhlrct? ,rt 7: rvroSi•� C. ACtardcacn .sL -, Zonin f , . � .. [;•..rt "mMrn .,• r va v. a,•i, Gaalau.a c_"' ir. v:rn rcatin. ...... r.::a .t,I .. D - or Cntitlrnry� r t i t::.97 71.OC Q'. Q 7.i Ci t..,«f.:�•i .. l; i ... C iz ?cr£o cLra ux in Ir.(1'-: icr char ;oz ..,. 6crcd vpo-a vi •+ r-i!rL*t, .+r¢ tnpl•..ad Cn..','`r °t t_a Cir; ordirrrcca:.h�a w'oo may +ulna ':el. ,,.•S `-c:-_ln.'ca rweca cit[ oft.lnraq to ff.'a c::nrpo tlxsraol[ra. i 5 7 -a- Q) P. Coneultatton wlth the Police Uopartannt for opinioaa on ordinances, conpla"'te, in-oorvica training pro.re:n, god the preparation of vmrioue forma utilised in Policy work. 0. Lxtanaiva work with the Fublte k'or&s pspart=nt in properation of contractee lsrtina of bidae prapr.rr.tion of ona.ronte, quit Clcin Venda' and oupporting rraolotionol rr,-.ne^a nncev'iTy to support public lmprovu::.nC pro- grams, plan the co_laction of unpaid water end eezor bills. l'. Attendance at conforanceo on Inquest for the orarnlxatice, li.atcd harrafror. Provining Opinion, In the cc-:.ttaity Developnant L`epartrant, including guild Lug Inopactor and hemring Inspect:•:, Lv;rrSnt l;c•tmiag Coordinotor, acd Planning Staff• l•rcpatation and filing of c7}ergae for violation of thee" homrinu ordinances. Waioos ara giera ruguinrly to tho ;leerd of eajuntc:nt cad Co the otaff of Oa I.Owaeat tim}v q A;lancy on 0110bility undor the Pro_ Mm, and rolstcd ::•tte'rr.. Pruparettca of loan= for tin Lo;Llroat tlotu,iag Ar,ncy. Partici.,ction hre been ortltRr in thn Urban .vncenl i',:agrna, I,. General OpinLoc�. ;:�p;:,t.icn of rceolattone, and f».aural :agcirica for tIIJ ?�'� ,'J;a Tt•!t Gip^rc••rnt, ^alb, . City Clarke Pincire.. .:.:�.:u:, Fc.J City Mntaypr. It !a thr Cc1^nittca' `, n au* dutice 1, u. tCR tit.: n rtr^•-r•,t <!rfiCi, r.._ _ ."I^.n ci�lrh fttnrttr- c 'etiCIS sn vlth5r, lha },.N.Q^.:: c:Lly ;ttonty, :..?,,adv duticl eta tha bce& fo- Ixtrm��r;h -ry � - C,.,,,1...Wrt O' too - '' ccc iatin:., :r: i tan tcnlacr;uur'ly rif.(t 0 Wt 1 . ry b !.,r_s Cit:i.'.r icer i t a:cm i'.e,•';tii!t•�i"P. �y thA City ?541; r.er. ''d have It"cp.""! o, r:." air. not rmqun . M. by:.. , sr,'.1 .rar.'.�trth•a `. CAN l• Tn[Fl!R n a;i-tl^.l ��eatporni. ,:JP,:,}'.,, L°; }.),...,, 1..;, e1?Satan[ F1ca trs1 ex— rnti.AW% rr , I,,; , . . MyE. 1, dir io tn:• cu:cr..:y 'tills! O 1. „ } ;:-:011Y Ce divided botn a ^ Ko l.jl al':.ce mcr l" s [vas ca rn tdvl:^or [o the C.Srr Cc_:all, end d^nin w!t': MOS", Worr.ry tv ,..r, , .. ,1 wt_.t Co thn r..'.r -day �. rr. raalo-_n O. Q. te.. • 1 -,c: 01 the dm, Cc -day routine pn:hlmr,t which At a ry Ito rt 'nlr traCLOn. 07 ME, IhW 51 JORM i:;iCR0LAB 1,20 I J; 1 -7- The Coraittne brlirovu that s full -tire corporate cotmeel or Gh1at Lepel Cov'U81" la not foenible for tho foilmJ12g raaom,,, I A, The need for lodaponds trmtivm of[icra, nee In representation amd Iroadoa from muboorvleaco the City Manager and other adalale- i g. The lack of tanuro and legal inability of the City to Provide tenure prevents qualified parsonmol fro= being j available for thin position. It IS the Camittea'a opinion that the "Chief -Legal COtntael for the City cot be go attorney with n.p..lanca io reprosanting mmicipaL Beware - wants and highly-quoiificd fu gonoral lapel ability,. to the aama oxtaat that a private corporation of the financial asg'- '� nitudo of the city of Iowa City would doasad. It.ia.the Coalttco'u opinion that a young lawyer without adequate axparionco would not be qualified for this poaitioa, and. that the hiring of a mingle full -tits City Attornay.uould I - result in an luforior quality of aervicoo.for the City.. . The Cor=ntcu propooea that the duties of a fall-titu3 anointan r_•sd mt attmrnoy, who could be n young attorney without the axparlana imaturity of 1-1m "(blof Lognl Counsel" could lie doflned.ee followet A. Advice to City Vtungar and Uepartrnat Lead% en rnutLne reminiatrati•::a :aLtnre. i D. Papreeantation of the City on ea;lf C. linintafaing the l4oicipal Coda in currant e. .".cpra-.cntla% G:a LW-L'ant LOL31ge, AVncy. � I F. Rnprayantimg tbn City na proxacator. in Polies c..•r.•C, j Pzmddtnt{ fl•;r Pe+tco o.;." r'_,• Dain,-:':ft=.o-:^.1 fl trninin•, W12.1: ,,-i.:.�tcS, f e. Pramoncm vhnn rr u'rvd rt ..., t'rrc of. Cha rr......., •ars-: of the City, sirs^' It { fa the Cct:_t[ran'� rPlntc-,.010 full -tine t',ltp Attorney ,... r.n :' L• r•,{., r.rn_t!; r"U'VA "1'riai Lc 8,1 (:rrrrncl". 'the Gr.+alCt.n rrc.r^xn�%�: r.+t�t On ftAl••t.lua attotn Irer , enraful trnn rn�nra'9 n' 'v a:: w:::.'acrrs, i•N i.': i c•: the �i LurPe,oa of evr7nrr:;.n,5 :r'a :^.f.o.•, ,...�: ',in navam,•:r(?,.., j• i 0 4, It to the Coxaittee's opinion that noitbI3r the "Chief Lord Counsel" or tho full -ties City Attorney should a x¢!. ea le,gAl. counsel for the local Planning Aguncy wdor the Urhtn Renewal Program, and that maid Planning Agancy should be rcpreounted by separate counsel accounteblu to the Planning Agincy only, S. The Corsmittea raco-.aonds that the comennation arrangerent for the pouitions of "Griot Log41 Couuaol" and the full -tine City Attorney ahould be an follorat A. 1701-rlmn Ntr Attnnwvf An Initial i!t1j, n! fv" 69,000.00 to 01.:,000,00, annually, daponding upon the erporiance of the applicant. The City nhoulil furniah the full-tinau Atturauy with a prIVALo office, enrratorial aervicea, end a basic law library, all located within the Civic Center. It is anticipated that t11 "Lnief Loral Counsel" would not haVa any lav library furniphod by the City, but would utiliao the aor'vicaa of the Lai Library in the Civic Center. B. ¢tis e.o7, CTlmvls The retainer fee should be between $11,000.00 to.018,000.00 per year, without oifico aLowanco. 11i a retainer foo should be a nini:ame nreucII foo, and the Chief Legal Counsel-ahould maintain tnld ou.'unit nn,lually hia actual ti— axpcnditutn records. In tis event the tires oxpmnditura recarce computed at tht cur:. ni ,i:: u•von County Bar Aanociation 1'1.n'.muza Pan Ochodula pr. Iucv; e.• :en in oxr"o - .,.. --, fl:':._ _.... -... ... k.. to the Chief Legal Couamol as addition.al�ro::;::n:,r:i:rtt. !It !o cont=plated that the tism oxi>auditurci, ohouLi Ln aubmittad annually, sad the additional foes, if any, pa-ld.ot the and of such year. 6. The Coaaittea also fools that it will be oacnecary for the City Council to hire separate lagal cornaai is hi;� b;•:�m�ciniirod arae, and that it should not expect the L114 Lw,�:l Coungal to ba experiencod and cor-patent in all lagal problanrr involving the taunicipal govatnwnt. 'rhs Co=Itcao vill be pleased to taut with the City Council to .aa __azo racor=ndationa in further dotail, or to enatar quaxtiona posed by the Council or City Adainietration. ■ City of Iowa City MEMORANDUM Date: January 6, 1984 To: City Council From: City Manager/!/ Ods f� Re: Iowa Avenue Bridge It is expected that the Iowa Avenue Bridge will be reconstructed in the next construction season. The estimated cost of the project is $1,210,000 and the state through federal funding will contribute $650,000. The City has had several discussions with the University concerning liability for construction and maintenance of a temporary footbridge which would be" constructed over the river to be used during the time the main bridge is closed. Based on these discussions, the University has proposed that the cost of the insurance, construction and maintenance of the bridge be split 50%-50% by the City and the University. This seems to be a fair settle- ment of the cost issue. The contractor will be required to provide liability insurance holding both the.City and the University harmless for any liability relating to the temporary pedestrian bridge. In addition, the contractor will construct and maintain the temporary bridge, the cost of which is esti- mated to be $97,000, which includes insurance, construction and mainte- nance. The contract will require that the contractor include these three items.in his lump sum bid for the temporary footbridge. This matter will be scheduled for informal discussion at an early date. be/sp /z/ ONTARGET SERIJORM MICROLAB YKJUWIMotlES MYISY MT 8 PRECEDING DOCUMENT City of Iowa Citl MEMORANDUM Date: January 6, 1984 To: City Council /J�� From: City Manager/!/ ) Re: Iowa Avenue Bridge It is expected that the Iowa Avenue Bridge will be reconstructed in the next construction season. The estimated cost of the project is $1,210,000 and the state through federal funding will contribute $650,000. The City has had several discussions with the University concerning liability for construction and maintenance of a temporary footbridge which would be' constructed over the river to be used during the time the main bridge is closed. Based on these discussions, the University has proposed that the cost of the insurance, construction and maintenance of the bridge be split 50%-50% by the City and the University. This seems to be a fair settle- ment of the cost issue. The contractor will be required to provide liability insurance holding both the City and the University harmless for any liability relating to the temporary pedestrian bridge. In addition, the contractor will construct and maintain the temporary bridge, the cost of which is esti- mated to be $97,000, which includes insurance, construction and mainte- nance. The contract will require that the contractor include these three items.in his lump sum bid for the temporary footbridge. This matter will be scheduled for informal discussion at an early date. be/sp I AV ; ■ City of Iowa City MEMORANDUM Date: January 3, 1984 To: Neal Berlin and City Council , From: Frank Farmer, City Engineer Re: Federal -aid Bridge Replacement Program Through the Federal -aid Bridge Replacement Program, the Iowa Department of ' I Transportation (IDOT) allocates and administers Federal -aid funds to mu- nicipalities for the replacement/rehabilitation of bridges. To receive funding, municipalities in the State of Iowa must propose' bridge project candidates to the IDOT. After July of each year, the IDOT develops a priority listing of proposed candidates, after which, near the end of the year, the IDOT then presents funding offers to municipalities for those projects which qualify with priority according to the amount of Federal aid money available. There are five (5) factors considered by the IDOT in prioritizing bridge project candidates for funding with regard to the Federal -aid Bridge Re- i placement Program: 1. structural sufficiency rating as determined from the bridge inspection and rating performed every two (2) years; ; 2. city inspection effort or the extent to which all bridges within the city's jurisdiction are inspected and rated; 3. traffic volume over structure; 4. out -of -distance or detoured travel caused by posting load limits or closure of a particular bridge; and 5. posted load limit. Currently, the City of Iowa City and the IDOT have an agreement regarding the funding of the Camp Cardinal Road Bridge Relocation Project with, Federal -aid monies for 80% of the total construction cost. The estimated construction cost is $300,000. It is expected that construction will be completed during 1984. Also, the IDOT has notified the City that Federal -aid funding will be available for the major reconstruction of the Iowa Avenue bridge. (See attached letter from Harold Schiel of the IDOT.) Funding is expected to be $650,000, which is the State limit for any single project. It is hopeful that construction will be completed during 1984. The plans and specifications are near completion and the estimated construction cost is $1,180,000. /02/ I` N In addition, the IDOT has informed the City that it appears Federal -aid j Bridge Replacement Program funding will be available in the future for the Burlington Street bridge (south structure serving eastbound traffic) over the Iowa River and the Benton Street bridge over the Iowa River. The Burlington Street Bridge Reconstruction Project would involve a major ( rehabilitation, quite similar to that proposed for the Iowa Avenue bridge l discussed earlier, and is currently under design. The project involving f the Benton Street bridge would entail widening the existing two (2) lane structure to four (4) lanes. Hopefully, funding in the range of $650,000 1 will be available for each project within the next three (3) vears. L1Iowa Department of Transportation 800 Lincoln Way, Ames, IA 50010 515-239-1412 December 23, 1983 Re: 407 Bridge/Iowa City Johnson County Mr. Charles J. Schmadeke Director of Public Works 410 East Washington Street Iowa City, IA 52240 Dear Mr. Schmadeke: We have been in contact with your office concerning bridges on the city priority list that are within funding range. They include Iowa Avenue, Burlington Street, and Benton Street over the Iowa River. This letter is intended to formally advise you that funds are being allocated to Iowa City to proceed with the Iowa Avenue reconstruction/rehabilitation project. The Burlington Street and Benton Street bridges will be retained on the priority list and will be up for review next year when additional funds become available in October. There is little doubt that they will continue to be in the upper range on that list. You are herewith authorized to proceed with this project subject to the following program guidelines. 1. This is a reimbursement rather than a grant program. Periodic billings can be made .for completed work. 2. The funding ratio is 80 percent Federal to 20 percent local funds. 3. The maximum Federal -aid reimbursement per project is $650,000. 4. The city will initiate project development with a view toward achieving contract letting in calendar year 1984 or early 1985 for either 1984 or 1985 construction. This project can be let to contract as soon as completed plans, specifications, and an estimate of cost can be processed and approved. We will start action to prepare the necessary city/state agreement. If you have any questions or problems you may contact your District Local Systems Engineer James 0. Loy, telephone number 319-364-0235, or this office. Sincerely, 4Loa Harold C. Schiel, P.E. Urban Systems Engineer Office of Local Systems HCS:dfo cc: James 0. Loy, District Office, Iowa DOT / William A. Nelson, Office of Local Systems, Iowa DOT °2 City of Iowa Cit,1 MEMORANDUM Date: January 5, 1984 To: City Council From: Dale Helling, Assistant City Manager C�04 Re: Permanent Expansion onto City Plaza Two downtown merchants have recently indicated that they wish to expand I their building fronts onto the City Plaza. In both cases, expansion would be approximately ten feet onto the plaza, or the entire width of Zone 1 which is defined in the ordinance as "The ten foot wide strip directly abutting the private property lines." It extends the length of the plaza along all sides. Both proposals initially indicate a greenhouse type expansion. One applicant may request an exception to allow an encroach- ment slightly in excess of 10 feet. Since its adoption several years ago, Chapter 9.1 of the City Code, which regulates use of the City Plaza, has contemplated such expansion into Zone 1. Section 9.1-1(d) provides for "Encouraging the upgrading of store fronts and the development of compatible and well-designed elements within Zone 1." In addition, Section 9.1-7(a)(6) provides for permitted use of the City Plaza to include "Building front and/or basement extensions provided the use of the extension is the same as the store activity (Zone 1)." Further, Section 9.1-7(b)(1) designates among usable areas "Zone 1 Permits may be issued for any part of Zone 1. Building extensions shall only be allowed where, in the sole judgment of the City Council, such extensions enhance the quality of City Plaza." Clearly, then, the ordi- nance contemplates expansion of the type proposed. No interest has been expressed for this kind of expansion until now. Formerly, only sidewalk cafes have been suggested. The City Council did amend the ordinance in October, 1982, to delete privately owned kiosks from the list of permitted uses. However, Council indicated at that time that expansion onto the Plaza by abutting businesses should continue to be encouraged. In order to facilitate expansion of building fronts as proposed, it will be necessary that the following occur: 1. Preparation and formal action regarding any amendments to the ordi- nance which may be necessary to support a uniform leasing policy and practice; 2. Drafting of the standard lease agreement to be used for any such expansion of a building front; 3. Review of each proposal by appropriate staff persons, the Design Review Committee, and the City Council for approval; 4. Negotiation of the remaining terms of each individual lease; it ■ 2 5. Execution of individual lease agreements which will commit certain public right-of-way for private use for a substantial period of time. I have met recently with the City Attorney regarding these proposals and we are ready to proceed as outlined above. The purpose of this memo is to apprise Council of the current situation and to provide you an opportunity to intervene before further staff time is devoted to this effort. If Council gives no indication of objection to this concept, we will proceed as described above. If there are objections, these should be raised at your next informal meeting. If you have any questions or wish further clarification regarding this matter, please feel free to contact me at any time. bdw/sp Jaz City of Iowa Cit._ MEMORANDUM Date: January 6, 1984 To: City Council From: Dale Helling, Assistant City Manager Re: Old Public Library Redevelopment Attached to this memorandum please find copies of several documents regarding redevelopment of the Old Public Library. These are in reverse chronological order and include several pieces of correspondence between the City and the redeveloper and/or his representatives as well as a copy of the original redevelopment contract and resolution authorizing execu- tion of that contract. Council indicated several weeks ago that the status of this redevelopment should be reviewed early in 1984. In addition, the letter of November 16, 1983, from Allen Wolfe requests information regarding the possible execution by the developer of an option to purchase for redevelopment the parking lot portion of that parcel. The City Attorney will be present when Council discusses this project -on January 16, 1984, at your informal meeting to answer questions raised in that letter. The attached letter of December 9, 1983, from the City Manager, was written upon direction from the City Council. No response has been received to date. Please note that Section 9 of the original redevelop- ment contract requires that such costs shall be documented and made available to the City on request. The City Manager has met with Mr. Wolfe and Mr. Cruise in the interim. Discussion of this matter at the informal Council session on January 16 is a direct result of that meeting. If you have questions or wish additional information prior to that time, please let me know. tp/sp /a 3 CITY CIVIC CENTER OF 410 E. WASHINGTON ST December 9, 1983 OWA C ITY IOWA CITY, IOWA 52210 (319) 356 :50C O G. W. G. Investments c/o Allen J. Wolfe 1210 Grant Court Iowa City, IA 52240 Re: Old Library Property/Response to November 7, 1983 Letter Dear Mr. Wolfe: At the 'November 21, 1983 City Council meeting, the Council requested additional information concerning the improvements installed in the Old Library property. Specifically, the Council desires to know the dollar value of work completed to -date and, if possible, anticipated or con- tracted dollar amounts for work specified in the Spring, 1984 plan which was attached to your November 7, 1983 letter. Sincerely yours, Neal G. Berlin City Menager be cc: City Council Robert Jansen, City Attorney Andrea Hauer, Planning Department /a3 1 ALLEN .I. WOLFE 1210 GRANT COURT IOWA CITY. IOWA 93310 PHONE 17191 778.1707 P.EPRESENTI:lC 7 Cerolvdl. Solvaq. Co. G.N.C. Investments 0 Allen J.'Aall@ Rental 6 Investment Property November 16, 1983 1 J — City Council of Iowa City Civic Center 410 E. Washington Street Iowa City, IA 52240 Mr. Neal Berlin Civic Center 410 E. Washington Street Iowa City, IA 52240 Re: GWG Investments - Purchase of Old Library Parking Lot Dear Council Members and Mr. Berlin: I am writing on behalf of GWG Investments. GWG has the option to purchase the library parking lot under the terms of the contract between the partnership and the City of Iowa City. GWG intends to exercise its option to purchase. One or more buildings are planned for the site. The contract (offer to Purchase -old Public Library and Parking Lot) is not particularly clear as to all the procedures required for exercising the option. Paragraph 8 of the con- tract provides in part: ' •s,r Parking Lot Lease Terms: The Buyer retains the right to pur- chase the parking lot in entirety within twelve (12) months from the date that title to the library is conveyed. Purchase price will be $205,000. The right to purchase shall be at Buy- er's option and Buyer will exercise this option by giving writ- ten notice to Seller. Seller agrees to convey said property within sixty (60) days after receipt of said notice. /V�3 Page -2- November 16, 1983 The Buyer, when exercising the option to purchase the parking lot property by written notice, will tender $20,500 in the form of a cashier's check, money order or certified check as earnest money. The balance on the purchase will be paid within sixty (60) days from the date this offer is exercised. If the Buyer fails to perform this agreement within the time limit herein specified, Seller may retain the earnest money as liquidated damages, not as a penalty or forfeiture, and declare this agreement terminated. The Seller may, as an option, proceed to have this agreement specifically enforced or pursue any other remedy that is available, in law or equity, for breach of this agreement. Title to the library was conveyed February 17, 1983. The closing occurred on the morning of the 17th in the law library at the Civic Center. Since that is the case, GWG interprets the contract to require it to exercise its option by giving written notice and tendering the $20,500 downpayment on the library lot to the City on or before February 17, 1984. Then, both the City and GWG will have sixty .(60) days from that date to close the transaction with GWG paying the balance of the purchase price and receiving a warranty deed. Further, at its own option, GWG can choose to exercise the option to purchase earlier and close within sixty days. The primary ambiguity that we are concerned about is the question of whether or not closing and delivery of title has to occur within the twelve month period, on or before February 17, 1984. We don't believe that the contract requires that, but would request that you review the questions raised in this let- ter and provide us with your opinion sometime before December 5, 1983. Very truly yours, AllenWol GWG Investments AMI/dc ALLEN .l. WOLFE F7k--:" 1:7r 1210 GRANT COURT IOWA CITY. IOWA 52240 PHONE (319) 338.2303 REPRESENTING ❑ Caralvllle Salvage Co. November 7, 1983 ❑ G.W.G. Investments. ❑ Allen 1. Wolfe P.ental 6 Investment Property City Council of Iowa City 17' Civic Center 410 East Washington Street Iowa City IA 52240 Mr. Neal Berlin �•-•.:• Civic Center 410 East Washington Street fa Iowa City IA 52240 Re: Old Library Property Dear Council Members and Mr. Berlin: In response to the City Manager's letter of October 20, 1983, directed to Bruce Glasgow, GWG has tried to gather infor- mation for the City of Iowa City to present to the Council mem- bers the extent of the Carnegie Library improvements. However, we have been unable to put a dollar value on the improvements due to the nature of the contractors doing work in this busy season of the year. Most of the work is on a "time and mate- rials" basis. The billings for the work will not be received for payment until later, when the weather forces the contrac- tors in -doors. At that time they will issue their statements for work performed. Enclosed is a list of the operations and improvements that are now being completed or are under way by GWG and a list of the scheduled 1984 improvements. Hopefully, the City of Iowa City will be able to use this information to show that GWG is performing under the contract. �Very �Itruly yours, Allen J. Wo /fe GWG INVESTMENTS AJW:jah /,73 i CARNEGIE LIBRARY COMPLETED IMPROVEMENTS AND WORK IN PROGRESS AS OF NOVEMBER 1, 1983 A. The existing Kewanee heating boiler and burner was removed from the building and a new boiler and burner installed. B. The existing Trane compressor was removed from the build- ing and a new Trane compressor was installed. C. The Johnson Service control system was upgraded by the installation of an "air dryer" and all controls were ser- viced and/or replaced. D. The existing chimneys were repaired. E. A program of extensive rewiring was started. The upper level of the library building was rewired for its intended use. F. Phone service in the upper level was extensively improved to accommodate additional phones and computer terminal services. G. All existing floor covering, tiles and carpeting, in the upper level was removed and the floor reconditioned. New carpeting was installed on the entire upper level. H. All ceramic tiles on the entry levels and the steps that needed attention were repaired or replaced. I. All the wall surfaces on the upper level were repaired and repainted. J. New room partitions are now being constructed in the lower level. K. All wall surfaces in the lower level are being repaired and repainted. L. All former leaks that destroyed the outside walls and the ceilings in the lower level are being repaired and re- painted. M. New ceiling tiles are being installed. /.?3 1 N. On the outside of the building all of the shrubbery and trees were pruned and cleaned by Leon Lyvers, Tree Sur- geon. The original planting design by the architects was discovered and revealed. 0. A new sidewalk on Linn Street is being constructed. P. A new 6 -inch cast iron water main was installed from Linn Street into 'the building and the existing 100 -year old lead water line was removed and "killed" in Linn Street. Q. The built-up portion of the roof was repaired and new roofing ;;as ...stalled. R. The metal portion of the roof was recrimped, repaired, sanded and painted. CARNEGIE LIBRARY PLANS FOR THE SPRING IMPROVEMENTS - 1984 A. The extensive wiring program will be continued in the lower level. B. A new brick sidewalk from the Linn Street walk to the area under the front steps of the Old Carnegie Library will be installed. C. Outside shrubbery and tree plantings will be continued. D. Window replacement bids are now being received and will be evaluated. A contractor will be selected to do the work. Windows will be constructed to resemble the windows as they existed in 1902. E. The boiler room will be sound proofed. F. Heating controls in the old section will be replaced. G. Phone service and computer terminal wiring will continue in the lower level. H. A masonry repair effort will be started on the outside of the building. I. Plans for an addition to the Library are now being re- viewed and a contractor will be selected. Construction on the addition will begin in 1984. � O R 1, 111 1 41983 MARIAN IC. I\AM =_„ TV GLM. �) /a3 r� BARKER, CRUISE & KENNEDY LAWYERS CHARLES A BARKER 311 IOWA AVENUE • P.O. BOK 2000 JOHN D. CRUISE IOWA CITY, IOWA MICHAEL W. KENNEDY 32244 JAMES 0. HOUGHTON DAVIS L FOSTER October 26, 1983 RECEIVED GCT 2 3 1983 AREA CODE 312 TELEPHONE SBI•BISI Mr. Neal G. Berlin City Manager City of Iowa City 410 E. Washington St. Iowa City, IA 52240 Re: GWG Investments - Old Public Library Building Dear Mr. Berlin: Your letter of October 20, 1983, to GWG Investments was brought to me. I have been asked to respond to your request for an accounting. You made the same request last July. At a meeting in your conference room in July one of the partners, Al Wolfe, stated that there was no reason- able basis for providing an accounting then or until the end of the eighteen month period. That seemed acceptable and that time and should still be acceptable. GWG will furnish an accounting sometime nest summer as all the information becomes available. JDC:njd cc: Allen J. Wolfe Joseph W. Glasgow Bruce R. Glasgow Very truly yours, ?N ✓� ohnCruise r r< ^` CITY CITY LF IOW/� CNIC CENTER 410 E. WASHINGTON ST. IOWA CITY, IOWA 52240 (319) 356-5000 October 20, 1983 GWG Investments c/o Bruce R. Glasgow 834 N. Johnson Iowa City, Iowa 52240 Re: Account of Expenditures for Old Public Library Building Dear Mr. Glasgow: On July 7, 1983, a letter was sent to you requesting an accounting of the monies expended on the Old Public Library. This accounting has not yet been received. As was noted in the July 7 letter, Section 9 of the Offer to Purchase states that these expenditures shall be made available on request to the City. Also, the City requested that a quarterly accounting of the expenditures be initiated. This accounting is to be presented to the City Manager's office no later than 20 days from the end of each jcalendar quarter (March 31, June 30, September 30, and December 31) and is subject to verification upon further request by the City. The City also requests that an accounting of the monies expended to - date be provided no later than November 4, 1983. If you have questions regarding the above, please contact me. Sincerely yours, Neal G. Berlin `7 (/ City Manager cc: Robert Jansen, City Attorney Andrea Hauer, Development Coordinator bj4/15 /073 RESOLUTION N0. 83-13 RESOLUTION AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE A CONTRACT WITH GWG INVESTMENTS FOR LOTS 1, 2, 3, AND 4 OF BLOCK 63 ORIGINAL TOWN (THE OLD PUBLIC LIBRARY AND ADJACENT PARKING LOT). WHEREAS, the City of Iowa City did by Resolution No. 82-3 authorize the solicitation of offers to purchase the Old Public Library and the adjacent parking lot for private redevelopment; and WHEREAS, an offer to purchase the Old Public Library and in conjunction with this offer, an option to purchase the entire adjacent parking lot, were received and opened by the City of Iowa City on June 4, 1982. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF IOWA CITY, IOWA, that the Mayor is authorized to sign and the Acting City Clerk to attest the Offer to Purchase - Old Public Library and Parking Lot between GWG Investments and the City of Iowa City (attached to resolution). It was moved by Balmer and seconded by McDonald the Resolution be adopted, and upon ro call there were: • AYES: NAYS: ABSENT: x Balmer x Dickson x Erdahl x Lynch x McDonald X _ Neuhauser —X Perret Passed and approved this 18th day of January , 1983. ATTEST: jj1Q,;,,M� .,(�.� C Y CL RK � t� By Tho Lego 1073 OFFER TO PURCHASE - OLD PUBLIC LIBRARY AND PARKING LOT The undersigned, hereinafter referred to as "Buyer," offers to purchase from the City of Iowa City, hereinafter referred to as "Seller," the interest in real property, situated in the City of Iowa City, County of Johnson, State of Iowa, and described below, at the price and upon the terms and conditions as follows: I. Buyer agrees to pay Seller a total purchase price of One Hundred Sixty -Five Thousand Dollars ($165,000.00) of which Fifteen Thousand Five Hundred Dollars (;15,500.00) hereinafter called "earnest money," is paid herewith to Seller to be refunded only if this offer is not accepted by Seller within ninety (90) days from the date this offer is received. The balance on the purchase shall be paid to Seller in the form of a Cashier's Check, Certified Check or Money Order within thirty (30) days from the date this offer is accepted, provided the Seller's deed is then ready for delivery. If the Buyer fails to perform this agreement within the time limit herein specified, Seller may retain the earnest money as liquidated damages, not as a penalty or forfeiture, and declare this agreement terminated. Seller may, as an option, proceed to have this agreement specifically enforced or pursue any other remedy that is available, in law or in equity, for breach Of this agreement. Z. Seller shall convey or cause Lots 3 and 4. Block 63 (Original Town) of Iowa City, Iowa to be conveyed to Buyer by WARRANTY DEED subject to the conditions, exceptions and reservations as shown herein. Premises include all el;tates, rights, title and interest in the above real property, subject to easements of record. Seller agrees to comply with all applicable state law regarding disposal of public property. 3. Seller shall retain the following easements: Seller shall retain a driveway easement over the existing driveway over the easterly portion of Lot 3. The easement shall be for access only to the parking lot on Lots 1 and 2. Block 63 (Original Town) of Iowa City, Iowa. runSellel- with shall have no obligation to maintain driveway. The easement will run with the land. However, the easement shall be terminated when Lots 1 and 2 herein described are no longer used as parking lots by Seller, its successors or assigns. 4. This Offer shall apply to and 'bind the legal successors in interest of the Parties herein, and shall not be assignable. Upon acceptance in writing by City, this Offer shall constitute a Contract of Sale and shall be recorded in the Johnson County Recorder's Office and that upon said recording, the real property herein shall be deemed taxable real estate under Iowa Property tax law. Further, parties agree that Buyer shall be responsible for all such property taxes from the date of recording of said Contract of Sale; and in the event legal title is not delivered to the Buyer, parties agree that said taxes will be pro -rated between Buyer and Sealer between the applicable date of possession and date of termination or expiration of this Contract. 5. Seller agrees to convey said property free and clear of liens, and to warrant good and merchantable title under Iowa title standards. Seller shall provide an Abstract of Title continued to date showing merchantable title in Seller, and agrees to pay the cost of corrections, continuations, /o?3 2 _ and costs necessary to transfer title, including documentary stamps, recording fees and other fees, but not including attorney's fees. Claim for said fees and costs shall be furnished in writing to Seller upon demand. 6. Seller warrants that there are no tenants on the premises, holding with or without a lease. 7. Seller warrants that names and addresses of all lienholders are as follows: none. 8. Buyer agrees to pay and Seller agrees to grant the right of possession, to convey title and to transfer possession as shown below: Building (Lots 3 and 4, Block 63, Original Town): $165,000.00 Parking Lot Lease Terms: The Buyer retains the right to purchase the parking lot in entirety within twelve (12) months from the date that title to the library is conveyed. Purchase price will be $205,000. The right to purchase shall be at Buyer's option and Buyer will exercise this option by giving written notice to Seller. Seller agrees to convey said property within sixty (60) days after receipt of said notice. Further, this Offer includes the right to lease all or part of the parking lot property at the following terms: at existing City lease rates with a written request from Buyer to Seller one month in advance of lease period specifying the number of spaces desired for lease, for a pen of time not to exceed 12 months from the date of 'execution of this contract This option shall extend for 12 months following the date of conveyance of the library property. The Buyer, when exercising the option to purchase the parking lot property by written notice, will tender $20,500 in the form of a cashier's check, money order or certified check as earnest money. The balance on the purchase will be paid within sixty (60) days from the date this offer is exercised. If the Buyer fails to perform this agreement within the time limit herein specified, Seller may retain the earnest money as liquidated damages, not as a penalty or forfeiture, and declare this agreement terminated. The Seller may, as an option, proceed to have this agreement specifically enforced or pursue any other remedy that is available, in law or equity, for breach of this agreement. Seller and Buyer further agree that in the event the option to purchase the parking lot is exercised by the Buyer, Buyer agrees to construct a new building no later than 12 months after conveyance of parking lot and the design of same shall be subject to approval by the City Council. 9. Parties agree that the Buyer shall acquire Lots 3 and 4 for development purposes as set forth in the Library Marketing Brochure (see Attachment Q. The failure of the Buyer to make reasonable progress on said development or redevelopment may require reconveyance of said property to the City of Iowa City. Reasonable progress shall mean that the Buyer shall make a commitment of no less than 300 percent of the Buyer's minimum bid for said property, to be demonstrated to the Seller's satisfaction within 18 months from final closing. The minimum 300% financial commitment shall be for hard' construction costs such as demolition, materials and other item purchases, and excludes fees for architectural and engineering services, consultants and other 'soft' costs paid to third parties. These hard construction costs shall be documented and made available on request to the Seller. 10. It is expressly agreed and understood by Buyer that Seller is making no representations with respect to soil conditions, structural conditions, subsurface conditions, and the like. Further, Buyer does not rely upon any studies of such conditions possessed by the Seller for purposes of purchase or development. In addition, Buyer has inspected the site for which this offer is being made and has satisfied him/herself as to surface and subsurface conditions of the site. This Offer has been made, signed and sealed by Buyer this 18th _ Jday of anuary , 1983. Approved i Dap rimont D • Tha UP t /-A. /a3 NOTE: PARTY TO WHOM TITLE WILL BE CONVEYED Buyer should clearly set forth the full and correct names of party or parties to whom title will be conveyed, their address, the relationship if any, and whether conveyance is to be joint tenancy or otherwise, and is accompanied, whether partnership, trust, trustee or corporation, by address of principal office and state of the corporation. Acknowledgement: FOR BUYER: GWG Investments, an Iowa General Partnership /llltC._ N e: Bruce R. Glasgow Name: Allen Wolfe Name: JosepR W. Glasgow General Partners Relationship 834 N. Johnson -Street Iowa City, Iowa 52240 Address FOR SELLER: City of Iowa City, Iowa `, o„ .wu Name: rgry Neuhauser, mayor Name: Actingty C erk City of Iowa City MEMORANDUM DATE: January 18, 1983 TO: City Council FROM: Doug Boothroy, Senior Planne RE: Old Library Purchase Agreement The following changes have been made to the Offer to Purchase Agreement for the Old Public Library and Parking Lot in paragraph 8: DELETED: "This Offer shall grant the Buyer the right of .first refusal to purchase the parking lot property after the end of the twelve (12) month period following the conveyance of the property." ADDITION: "Seller and Buyer further agree that in the event the option to purchase the parking lot is exer- cised by the Buyer, Buyer agrees to construct a new building no later than 12 months after con- veyance of parking lot and the design of same shall be subject to approval by the City Council." v..rn,. Q 00Q01D SITE PLAN The site of the old library is hand in n,.• t ren it huone„ District and is arrussfrnmthe is,•w( it, IC•u null AM space municipal parkingranp t% it. ter %,,ithvry A p,, - Priced humlydeparimenT score pnm•<• n du, i's sun, ••+ thesite. Proximity to the University ul iov v. oo M: d.,v•, torn parking spun, and hmi,ad mburban sh ppm: sip porsunnin Are impoetant and em -r% that dowmowo h•v.. Coy will remain a v+d comma, it .. nt,r with s t•.f arr.•v of day and night time activiiie.. 'Ilse putd,s and pn,.,r urban renewal projects have prude ircrusod ship d,rrn towns attractiveness and bmme,,. PROPOSA1. Sl: LECTION In evaluating a development proposal, the City will examine how well the pnpmal stili•+ the ha,ic oln,,nsv. of increasing the to base and encouraging downtown revitalization. In addition, the City dealrn a proposal that compliments, reinforcer, and may rnc„urace tolive downtown private invntmenss. Proposals may include, but Are not limited to, specialty and general mail, restaurmt and rd), a is c'. b•dgirc. high demity residrntial,or service bminnses. While the City encourage, renovni,m al the loco +n hu,Idnn;. it will ac,epl designs for new construction. Any new construction designs will he,trmgent It rvaluasrd. Ihr City will accepa propods for Adaptive tester or imaginative construction missing our vriteria. The City reserve, the right to reject any and all bids. EVALUATION CRITERIA The minimum bid price for only she library parcel is S155,000. A minimum bidsl 52:5.= will be a,.upud for the parking lot. While this offer is essentially a competitive bid, other factor. (suds m projett dev,gn, developer experience, financial cgmbidisy and project time schdule) will influence the hid award. Addiunnal nduation criteria are included in the bid packer. till) INFORMATION The bid period for this offering is between January 11, 1992, and March D, 1992. bol Prot»nah will be ACCEPTED after February 2, 199L The bid proposal format is detailed in the bad pocl,n. I,w addinnml information, call: 319.3365235 ATTACIn1f11T 1. OFFERING .IOWA CITY'S OLD PUBLIC LIBRARY In June 1981, the I- :a(:ity Public Library, insisted toift new quarters on (lit• Placa. The fanner public l'1,ran• building and Int are nuw bemc agreed fir dev, 11pnur.t. fI'I'1'OFIO\C)1l.l'1'1' •1119 I.VANI11NCi'I'ON ,T•IfMAf I'I'r Ifs\�1`3 ■ q k1 L. ISUiLLA N(jr-,. -- -- TI„ hvnuv puhhc Limn budding it +pproxim,.,,..:. 00 4 Ona, .q. n m.0 J,d•rrn, les1h. the nuin uvti,an fel the 6s,13ing ,v . (.arneg;r library umnructd in 1903 with + -algid actor bmndn,•,n ,rill, brick matnnke wall, and a grcis Wn'.we'. ven•.•r. In 1962, An addition of concede , F, hLuk wilt a veneer of charcoal " I , brick and bulun+ limestone �.� w++.unuuctdun the sews end nl the original building. The original portion of the e building is in the Grnk Revival style. This style is represented in tilt central ,,mpL-mus which forms the portico and nuin emtance. Tw main main • • wings running north and mush from the critical mass fessure quoining T o 4• nenanda li:ormire cornice which runs round the entire amdure. he cm. The addition, camtructed in 1967, is a design exhibiting clean and simple lines, in. tended m meld the old with the new. Ill ILLI\tr f rI,�121•I•IfI,,; I r,.+n••o .. r Ifir bbr.u,budding sire done for structural s oundnds and necessity •d,rp.. rL•dr:Lr ms,indoldmvti,•muf the building were fmmJtobc physically .•.un.l. vt u. loin ...n.qunn to development exist in that Imd.bruing walls pen 'in' atn wh.im,u• rarrav<in manim usable span. However, Ile two section, okra • ...rhv ,nlir a p.ul oppmunirs• for a muhiple,uve facility. The mechanical ami Aran• al •surd's :•n plumbing, hating, and autonJitico ing will require up. •n.lmg us.l inn haubng. I kuoLd••...nuou"uno.mlhcuclutmuniclaluatlon of the buildingand reuse al• trnuna • ,, auJaiC. a„rtI Amlrea H.mcr, IkveIopmrm Coordinator. 319•)56.5235 FINANCING The Iowa City public Libran• hes been nomi• valid for placemen, un the National Region sal Historic Plant. placement on the Itg-,let enable, prup•ny uwcra no take advantage of federal matching gnmt•in• Aid Inc preservation and m enjoy «nein tax advantages under the Eco. nomic Rrcorcry Tae Aa of 1981. The City may be able to offer Induarial Rermue foods for this feepn.jed drpcnJing ulwn the outcome of pending J"Ilegiduinn. Conunuur office for turrdn financing infmmatinn. "" d puking inl prnvidn 78 puking spaces. If the develupmem proposal includes useof 'I•v la. h,,Iv d'iratcrp,ol for long term lease and/or option u.purchase arrangement, for all or pan ofthe ;•taking : , o i hr las nuv hsor the purch,w option if new ca n rowim, is proposed which requires the puhniu sero IL.unrr, the Cir,, may retain uwnrnhip of the Int, if the City and she developer dram it adnenli LIRRARY LUT Ito: 20,510 sgwre fen Frontage: 1521t.un Linn Streit • DSft,on Cnllege5trei, PARKING LUT Litt: !1,184 'quite fed Car Capacity: 71inhides Frunugc: 152h.on Gillett Sinn • 192h.on Collcge Slug LIBRARY BUILDING Original Building -19o) 9600 square feet Twoorunuril ileum • One meuanine One omprary Baur supported by load bearing hook,lolvn Addition —1962 13,800 square fen Three structural Bmvs as. /e'?3 City of Iowa City MEMORANDUM." Date: December 28, 1983 To: Neal Berlin, City Manager From: Larry McGonagle, Transit Manager Re: Transit Bus Purchases As you recall, last year the Council agreed upon a program to expand and refurbish transit's aging bus fleet. On December, 1983, we took, the first step in this process by mailing out bid requests for six new buses. For the first time Iowa City will be using Life Cycle Cost data in evaluating who will be awarded the bid. Because of this we will have a two-step bid opening. A two-step process is necessary to allow for possible discussions with the bidder concerning their Technical Proposal (first step). If both parts of the bid were opened simultaneously, these requests for clarification could not be accomplished. on January 16, 1984, we will open each bidder's Technical Proposal. This proposal will provide the Life Cycle Cost (LCC) data. LCC identifies various maintenance categories (engine repairs, transmission rebuild, etc.). Each bidder is asked to respond as to the cost over the expected lifetime of the vehicle (500,000 miles) for each category listed. All LCC categories are totaled to establish the bidder's projected cost of operating their vehicle during its projected lifetime. On January 30, 1984, we will open the second part of the bid, the Price Proposal. The Price we lists the cost of the bus to the City. The LCC data is added to the Price Proposal to determine who is low bid and thus awarded the contract. It must be remembered that the City only pays the price listed in the Price Proposal, not the price of the LCC and Price Proposal added together. What you hope to obtain by using this process is the bus that will cost you the least over its lifetime, not necessarily the one with the lowest initial purchase price. Following the purchase of these buses, Transit plans to remanufacture six buses in FY85 and six buses in FY86. Remanufacturing is the process where buses are given major repairs to extend the live of the bus five to ten years. Once we have completed the remanufacturing process we should be in a position to replace buses more gradually. Probably two or three buses every. couple of years. bj/sp PRECEDING DOCUMENT City of Iowa City MEMORANDUM. E Date: December 28, 1983 To: Neal Berlin, City Manager From: Larry McGonagle, Transit Manager Re: Transit Bus Purchases As you recall, last year the Council agreed upon a program to expand and refurbish transit's aging bus fleet. On December, 1983, we took the first step in this process by mailing out bid requests for six new buses. For the first time Iowa City will be using Life Cycle Cost data in evaluating who wil1 be awarded the bid. Because of this we will have a two-step bid opening. A two-step process is necessary to allow for possible discussions with the bidder concerning their Technical Proposal (first step). If both parts of the bid were opened simultaneously, these requests for clarification could not be accomplished. On January 16, 1984, we will open each bidder's Technical Proposal. This proposal will provide the Life Cycle Cost (LCC) data. LCC identifies various maintenance categories (engine repairs, transmission rebuild, etc.). Each bidder is asked to respond as to the cost over the expected lifetime of the vehicle (500,000 miles) for each category listed. All LCC categories are totaled to establish the bidder's projected cost of operating their vehicle during its projected lifetime. On January 30, 1984, we will open the second part of the bid, the Price Proposal. The Price Proposal lists the cost of the bus to the City. The LCC data is added to the Price Proposal to determine who is low bid and thus awarded the contract. It must be remembered that the City only pays the price listed in the Price Proposal, not the price of the LCC and Price Proposal added together. What you hope to obtain by using this process is the bus that will cost you the least over its lifetime, not necessarily the one with the lowest initial purchase price. Following the purchase of these buses, Transit plans to remanufacture six buses in FY85 and six buses in FY86. Remanufacturing is the process where buses are given major repairs to extend the live of the bus five to ten years. Once we have completed the remanufacturing process we should be in a position to replace buses more gradually. Probably two or three buses every couple of years. bj/sp �a � Date: January 3, 1984 To: City Manager and Members of the City Council From: Michael E. Kucharzak //��<--- Re: Sighs in Public Right -of -Way Recently the City Council adopted an ordinance allowing existing signs located in, or projecting over public right-of-way to remain for a period not to exceed 20 years. The ordinance requires that persons wishing to continue the use of a public property for private advertising obtain permission from City Council once a year. This annual request for permission requires that certain documents accompany the request to Council, including the payment of a fee as prescribed by resolution of City Council. However, since the City Council has defeated suggested resolutions establishing fees, the public cannot obtain the consent they require. I am requesting that the City Council consider either adopting an annual license fee for the use of public property for private advertising or repeal of the ordinance. Staff is concerned that a number of establish- ments may have their liquor or beer licenses in jeopardy unless action is taken. tp4/5 �' , has Johnson County Council of Governments 410 EWbshington St. b7✓w City, bwa 4240 i r mo� e: January 3 1984 I To: City Manager, Iowa City Council Johnson County Board of Supervisors Human Service Agencies From: Cheryl Mintle, Human Services Coordinator Re: Joint Human Services Facility and Joint Hearing Process HUMAN SERVICES FACILITY Architectural bids were received last week and the firm of Neumann Monson Architects was selected as low bidder to conduct a preliminary space study for the joint human service facility. They will compare the costs of remodeling an existing facility with new construction for consolidating several human service agencies into one physical plant. We are inviting all members of the Council and Board of Supervisors as well as involved agencies to an informal session prior to the next joint hearing when the study findings will be presented and discussed. This meeting will be held: Wednesday, January 11, 1984 ......................5:30 PM Basement, First Christian Church.................217 Iowa Avenue The calendar for local action on the grant for state Community Development Block Grant funds is as follows: Thurs., Jan. 12, 9:30 a.m. Board of Supervisors formal session and public hearing. Mon., Jan. 16, p.m. Council informal discussion. Tues., Jan. 17, p.m. Council formal action. Wed., Jan. 18, 5:00 p.m. Grant due in OPP. JOINT HEARING PROCESS Reminder: The next joint human service agency hearing is Wednesday, January 11, 6:30 p.m., First Christian Church, 217 owa venue. ATT. Council and Board of Supervisors members are invited. Schedule: 6:30 Mark IV 7:00 HACAP 7:30 Independent Living 8:00 Handicare 8:30 4 -C's 9:00 Discussion Please call me at 356-5242 if you have any questions or concerns. bj2/12 /�? Johnson County Council of Governments �410E.\AkshirgionSt. bvvaCity,bvvo52240 r r Date: January 4, 1984 To: City Manager and City Council From: Jeff Davidson, Assistant Transportation Planner Re: Parking Policy ! / Attached is a summary of the City's existing parking policy. This policy was adopted in April 1972, and has not been revised or altered in the intervening 11 years. It is my belief that the Council will want to review and possibly revise this policy prior to the JCCOG staff commencing Phase II of the CBD Parking Study. Otherwise, we will direct our planning efforts at implementing the goals of the parking policy as they exist. Should the Council decide to discuss the City's parking policy, I would recommend it direct its discussion to the following specific issues: 1. Is it the desire of the Council to continue the existing policy of elimi- nating all on -street metered parking in the CBD as off-street parking facilities are constructed? 2. Shall the existing policy stand regarding the prohibition of private parking facilities in the CBD? This will impact the pending development of Parcel 64-1a (adjacent to the hotel) and the old library parking lot. 3. The City must clarify itsposition regarding the use of CBD parking facilities. There are various users competing for parking in the CBD: shoppers, businessmen, store employees, students, visitors, and University faculty and staff. Frequently these uses overlap, such as when a student goes to class at the University, Chen does some shopping before returning home. Although transit service is above average for a community of this size, many persons cannot use transit and must rely on automobiles to bring them to the CBD. Many CBD businessmen must have access to their cars throughout the day for business I purposes. There are specific instances where downtown landlords have indicated they lost commercial tenants because they could not assure adequate parking would be available for employees and patrons. The Council should establish its position regarding the provision of short- term parking, long-term parking, and permit parking. Once established, policies regarding pricing, length of term, and location can be established. Please feel free to contact me if you desire additional information or have any questions regarding this matter. Thank you. bdw/sp cc: John Lundell, Transportation Planner Don Schmeiser, JCCOG Director 10?,7 '• PARKING POLICY After consideration of the above analysis of the parking system, the City Council adopted by Resolution No. 72-132 on April 4, 1972 the following parking policy: 1. The City Council heraby recognizes and determines that Local government will provide the major chars of future parking requirements for the central busineca district in the City of Iona City„ Iowa. 2. The City Council deems it in the public interests to J eventually eliminate all on-etreet metered parking in the central business district area. J. The City Council hereby establishes and determines that the policy of the City of Iowa City, Iowa, will be to concentrate parking facilities in convenient and economical Off-street locations in the central business district area and the areas adjacent thereto. 4. The City Council hereby determines that to putthe i provisions of this Resolution into effect, the following steps shaZZ be taken as may be approved by the City Council in the future: a. Parking meters on -street will be eliminated in stages as off-street facilities are constructed; j b. Future off-street parking needs will be provided for i 'in the construction of muZti-story parking facilities and/or complimentary surface lots; i C. Off-street parking facilities should be attendant operated whenever possible and it shall be the goal of the City Council to establish attendant controlled II off-street facilities; d. The planning and construction of all off-street facilities, whether multi -story or surface lots, shall be so designed to be astheticaZZy pleasing and a compliment to the downtown business district; r e. All parking facility construction shaZZ be coordinated with the development of a viable mass transportation system for the City of Iowa City, Iowa, and the i surrounding region, and specific provision for bicycle f use and parking. J f. It is hereby directed that the staff develop a detailed parking plan to carry out the overall policy contained in this Resolution. S. The City ;tanager is hereby authoriced and directed to carry out the provisions of this resclut.on. 1 /,1?151 MINUTES OF STAFF MEETING December 7, 1983 Referrals from the formal and informal Council meetings were distributed to the staff for review and discussion (copy attached). A schedule of City Council meetings was announced: Wednesday, December 7, 5:30 P.M., in the Public Library Monday, December 12, 7:30 P.M., Special Meeting and Informal Meeting, in the Conference Room Monday, December 19, 7:30 P.M., Informal, Conference Room Tuesday, December 20, 7:30 P.M., Formal, Council Chambers Friday, December 23, 8:00 A.M., Special Meeting, Conference Room Department heads were asked to remind employees of the buffet which will be held at the Library an the 14th. Retired employees also are to be invited. The City Manager advised that there will be no Council meeting the final week in December. He reminded the staff to allow more time for discussion of items on the informal agenda. This should be kept in mind when planning items for the agendas for future meetings. There has been some discussion about changing the time of the informal meetings. The City Manager also advised that during the next couple of weeks the Council Members -elect will be meeting with department heads and major division heads. The Council Members -elect should be informed of the strengths and weaknesses of each department, the services provided by each department, etc. If any of the staff will be out of town during this time, Lorraine is to be notified so the schedule can be adjusted. Prepared by: Lorraine Saeger ARP ■ Regu' Council Meeting DEPARTMEt JT REFERRALS Decemuer 6, 1983 oFro ' DATE �F OONAMENTS/STATUS SUBJECT Ceiling Lights 12-6 Parks & Rec Close covers on lights in Chambers. Zoning Ordinance 12-6 City Clerk/ P&PD Ensure final revisions are �- available in Clerk's office immediately. for Council Action - 12-6 P&PD linfn Provide for amendments to Subdivisior Regulatory Sign Ordinance and Tree Ordinance - provide Manager with Services Agency rMemo 12-6 P&PD Contact Roberta Patricks. Where is resolution for increased funding and when will be approved? /Airport Issue 2-6 Airport/ Assistant C y Manag Schedule joint Council -Airport Commission discussion after January 1. Place on pending list. Acacia House 2-6 H&IS Balmer appreciated the memo very much. 12-6 City Clerk/ Bette Defer criteria revisions, etc., until new Council discusses issue. FFund 12-6 Parks & Rec Raise Parks & Recreation Commission during budget discussions. New Council will deal with it. 12-6 Public Works Draft policy statement re. selection, roject date far completion. Check ith Lorraine for prior materials on "IC December 5, 1983 Meeting DEPARTMEt 4T REFERRALS &MJECT DATE RECE) REFERRED To DATE DUE OOAAMENTS/STATUS CDBG Program 12-5 P&PD/Cit Y na 9er Revise as Council agreed. No reduction in housing inspection. City Manager review administrative Sewerage Facilities 12-5 Lorraine Add letter from Chamber to consen t calendar for December 20 meeting. Zoning Ordinance 12-5 Lorraine/ Assistant C ty Manag r Special meeting on December 12 for second consideration. Sunset and Benton Signalization 12-5 Public Work Forward copy of report to University Heights. Congregate Housing Study 12-5 Mike K. Get copy for George Strait. (Provide to City Manager) Urban Revitalization Area 12-5 P&PD Revise expansion area for Council(,, action on 12-20. Special Council Meeting 12-5 Information Wednesday 12-7-83 at 5:30 P.M. re. IRBs for Wallace et al. MINUTES OF STAFF MEETING December 14, 1983 Referrals from the informal Council meeting were distributed to the staff for review and discussion (copy attached). Items for the agenda of December 20 will include: Resolution authorizing an amendment to the agreement with Systems Unlimited Final consideration of the Zoning Ordinance Resolution adopting a 28E agreement for the City/County Fringe Set public hearing on the Fire, Code, Building Code, Abatement of Dangerous Buildings Code, Plumbing Code, and Mechanical Code First consideration of the ordinance amending Chapter 17, Roomers Public hearing on industrial waste ordinance Resolution approving industrial waste ordinance Public hearing on assessment project at Highlander Appointments to Senior Center Commission and Human Rights Commission Public hearing on Millard Warehouse The City Clerk advised that there are new deadlines for publications. The staff is to check with the Clerk for details. The City Manager advised that there will be a special Council meeting on December 23 for Industrial Revenue Bonds. The Human Relations Director mentioned the training sessions with Tim Shields a couple of weeks ago. After the first of the year, Mr. Shields will attend a staff meeting to continue the discussion. She also mentioned a memo which went out several weeks ago surveying interest in a retraining for clerical workers. Only two responses were received. The staff is to contact the Human Relations Director by the end of the week if there is further interest. Pre ared by: O -A -A-4" 24 --- .Lorraine Saeger M] 0 Informal Council Meeti| December 12, 1083 Mr�r%A M"VO, Ar�& &or Mr�ff�#�r%fq% Am^ MINUTES OF STAFF MEETING December 21, 1983 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). The City Manager reminded the staff that the deadline for bonus recommendations was December 20. The Assistant City Manager noted that there are again problems with car pool procedures. Complaints have been received about numerous cars in the parking lot without keys available on the board. The Assistant City Manager advised that there is a time crunch on Program Division Statements. Because Word Processing Center was not able to transfer the statements, they.will have to be retyped. There is a problem getting the statements back with corrections in time to go to the print shop by the end of the week. Some revisions will have to be made. The City Manager recalled that potential plans for a television program had been discussed several weeks ago. He again asked for ideas for this program, especially from the Police Department and Planning and Program Development. The Finance Director asked that budget material be furnished as soon as possible. Prepared by: Lorraine Saeger Regular Decembei Counc IDRBs "bang Indus Land ,Counc Millei Ordim Anne': grade! 30 Informal Council Meeting December 19, 1983 DEPARTMENT REFERRALS SUBJECT GATE REVD REFERRED To DATE DU P OOMMENTS/STATW Proceed with one pipe of concrete. Shamrock/Arbor Storm Drainage 12-19 Public Work Meet with neighbors re. explanation of plans and acquiring easements. Human Services Facility 12-19 P&PD Proceed with study of alternatives. Bike Lanes 12-19 Public Work No change from present system unless Traffic Engineering proposes or new Council wishes to address the issue. Council Policies 12-19 City Clerk Refer policy on abstentions to new Rules Committee for study & recom- mendation. Hotel Parking Agreement 12-19 City Manage Expedite. Follow up on complaint re. alley . Alley Parking 12-19 Assistant C y Manag north of Jefferson, Dubuque to Liv, Check letters. MINUTES OF STAFF MEETING December 28, 1983 The City Manager reminded the staff of the Council organizational meeting which will be held on Tuesday, January 3, at 11:30 A.M. The regular meeting will be held Tuesday night at 7:30 P.M. The following items will be included on the agenda: Continue public hearing on Building Code plus first reading Continue public hearing on the Fire Code plus first reading First reading of the other Code ordinances Resolution reclassifying mechanic's position. The Human Relations Director is to furnish a memorandum of explanation with the resolution. Appointments to Committee on Community Needs, Resources Conservation Commission, and Airport Commission The staff was askdd.to•notify the Assistant'Ci:ty Manager regarding items for the informal agenda. The schedule is being set. The Zoning Ordinance will be published on December 30. It has been sent out for codification. The City Clerk was asked to call the Press -Citizen to arrange to obtain extra copies of the publication. The City Manager advised that he is working on the budget for the next year. One of the things being considered is pay adjustments for administrative and professional employees and whether or not some kind of merit system should be considered. The Manager asked for suggestions from the staff. The City Manager cited a problem which had occurred with correspondence sent from one of the departments, and cautioned the department heads to be aware of all correspondence from their departments. Prepared by: I4v��� Lorraine Saeger MINUTES OF STAFF MEETING January 4, 1984 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). The City Manager advised the staff that he, the Assistant City Manager, and the Fire Chief will be involved as witnesses at a trial beginning next week which could extend for as long as four weeks: Department heads may be called upon to fill in at the Manager's office during this period. The City Manager and Assistant City Manager will be in their offices each morning until . approximately 8:45. A list of appointments made at the Council organizational meeting was distributed to the staff for information. The City Manager advised that it is anticipated that enough budgets will be printed by the end of the week in order to give the news media copies as well as to give each department head their portion of the budget. By the first of next week all departments should have a copy of the complete budget. The City Manager again asked the staff to maintain at a reasonable level the amount of items placed on the agenda for the next few weeks. The staff is to contact the City Manager or the Assistant City Manager with any problems in this respect. Prepared by: Lorraine Saeger Informal and Regular Council Meetings January 3, 1984 SUBJECT Meeting with Chairpersons of and Commissions Parking Discussions Appointments Deferred Hotel Walkway - Open Council Goal Setting Hotel quality DEPARTMENT REFERRALS 11 C 1 January 3, 1984 DEPARTMENT Page 2 REFERRALS SUBJECT RECT SFT D F COMMENTS/STATUS Playground Equipment 1-3 Parks & Recl Re. Brookland Park and Longfellow - What was position of School Board? What was the reason Parks against? Passed and Adopted 1-3 Information 1. Uniform Fire Code 2. Uniform Mechanical Code 3. Uniform Plumbing Code Industrial Waste Ordinance 1-3 Lorraine/ Public Work Given 2nd consideration. Public Works to place on agenda for final consideration upon approval Executive Sessions and motions 1-3 City Clerk Check to ensure each Council member has a pink and yellow motion le CITYCF 02 IOWA CITY PROPOSED BUDGET FY1985- of PRECEDING DOCUMENT CITY OF IOWA CITY PROPOSED BUDGET FY1985' 0 PROPOSED BUDGET FISCAL YEAR 1985 JULY 1, 1984 TO JUNE 30, 1985 CITY OF IOWA CITY, IOWA CITY COUNCIL JOHN MCDONALD MAYOR I WM, J. AMBRISCO LARRY BAKER KATE DICKSON CLEMENS ERDAHL GEORGE STRAIT ERNEST V. ZUBER, JR. FINANCE DIR CE TOR ROSEMARY VITOSH {4 AIAPONI 'I YNNI IC WMA OIP[C IUR CUInI5S"NANA410 XIBRART Pl CIOA CI II CIIAr+ i [Ilr AIIMJNr AIPORICINI[0 DIPICIOP RMbAF CAIRIh4 NIIN luY[Si1WI100 UAR01NAIUN ASS 111llxIM14 PI ANXING (pL4 YAINUt CUT U( Sl Mt 11fY _ Pxp4AMf Sdtl IAllOn luxulx JOPM MIMI JaPW ICI I. corlul1MIINS 10115IRVAIIOM JCIVIt 1WINAM 7 I 4 rIWIC[ fill IMA[CTIM HUM All TIMS ` — OIMI100 (JAIL SLAYICLS OIRICIM I_I FI RL WIl01NG . ucwnllc .sl�russla Invmla - ItlUSIM4 IRASMr A[1N011 [IAIIM J 045111110 _ IIIP[11ASIRG .. IUUSI NG 1� � nu vurty .. [ sM[Ir t S iPo(xiTllxc ILM[1105 i I i I PMCINL —I ❑ Elected Officials • Elected by Council 0 Appointed by Council Appointed by Mayor with Council Approval C 111It Its Of IOWA CITY 4 MAIpR ............ CII( (plAl(It RAXSII 1NM4[A PMR 1 AIAPONI ,III YNNI IC WMA OIP[C IUR CUInI5S"NANA410 XIBRART Pl CIOA AIPORICINI[0 DIPICIOP RMbAF CAIRIh4 NIIN luY[Si1WI100 UAR01NAIUN RAXSII 1NM4[A PMR 1 YYU [ J[[UG YUl ICl [III [f YNNI IC WMA OIP[C IUR RECREATIONpl Pl CIOA DIPICIOP RMbAF CAIRIh4 NIIN luY[Si1WI100 P[CRLAI IOX 111llxIM14 PI ANXING (pL4 YAINUt C Rp Sl Mt 11fY 1NIX It NAXC[ Pxp4AMf Sdtl IAllOn MIMI 1"'S", ❑ Department or Administrative (leads C7 Divisions or Pronrams O Director or ManaDer Employed by Board or Commission Line of Supervision and/or Policy Coordination bMNwr OHMIC. I 1 I 1 i 1 I 1 I i City of Iowa City FY85 Budget Summary FY83 1. Comparison of operating budget increase with inflation and constant dollar budget: Actual Budget* $16,680,262 Budget in Constant 1967 Dollars 5,690,980 *Excludes Debt Service and CDBG FY84 FY85 $18,503,748 $20,041,073 6,011,614 6,475,306 FY84 over FY85 Increase Decrease 8.3% 7.7% 2. All Funds - Total Budget $25,596,491 $26,941,808 $28,384,583 5.4% 3. General Fund $10,972,787 $11,841,824 $12,632,017 6.7% 4. Total Tax Levy 12.641 11.908 10.652 (10.5)% 5. Average Residential'Property Taxable Valuation• $37,364 $38,773 $45,946 18.5% 6. Average Residential Property Taxes, City Share $472.32 $461.71 $489.42 ;Increase (Decrease) over prior year $(10.61) $27.71 % Increase (Decrease) (2.2)% 6.0% Increase (Decrease) over 2 years ago $17.10 3.6% 7. Sewer and, water rates are projected to increase approximately 15% effective July 1, 1984. The actual amount of the increase will be determined by a study to be completed by April 30, 1984. The increased rates will cover operating expense increases which have occurred since 1981, when the last rate increases were approved. Any new construction for either utility will require additional rate in- creases: 8. No increases in the transit fare, landfill rates or refuse collection rates are projected for FY85. 9. A major program expansion in the Recreation Division will be funded from revenues generated by the new classes and services. 10. Road Use Tax Revenues continue to lag behind the annual operating costs for Traffic Engineering and for Streets making it necessary again to fund a portion of these costs from property tax revenue. A� I 11. The FY85 budget places major emphasis on increased efficiency through the expanded use of equipment, primarily computers, rather than adding new personnel. Included in the budget are the upgrading of the City's current computer and the purchase of micro-comppters for several departments. w 12. Major maintenance expenditures included in the FY85 budget are the resealing of the parking ramp floors j� and solving the leachate problem at the landfill. 13. Projected personnel costs are not finalized because contract negotiations with the Police and the Fire Unions are not concluded. 14. The budget includes funding for the purchase of the old transit garage which will be used jointly by I the Water Division and the Streets Division. 15. There are minor personnel additions in the FY85 Proposed Budget. However,•the total number of personnel decreases by one. i `i e F 11� 11. The FY85 budget places major emphasis on increased efficiency through the expanded use of equipment, primarily computers, rather than adding new personnel. Included in the budget are the upgrading of the City's current computer and the purchase of micro-comppters for several departments. w 12. Major maintenance expenditures included in the FY85 budget are the resealing of the parking ramp floors j� and solving the leachate problem at the landfill. 13. Projected personnel costs are not finalized because contract negotiations with the Police and the Fire Unions are not concluded. 14. The budget includes funding for the purchase of the old transit garage which will be used jointly by I the Water Division and the Streets Division. 15. There are minor personnel additions in the FY85 Proposed Budget. However,•the total number of personnel decreases by one. i `i CITY OF IOWA CITY CHIC CENTER 410 E. WASHINGTON ST. IOWA CITY, IOWA 52240 (319) 356-500 January 6, 1984 City Council `City of Iowa City Iowa City, Iowa 52240 Mayor and Councilmembers: In compliance with the provisions of Article IV Section 4.04(9) of the Charter, this proposed FY85 Operat- ing Budget for the City of Iowa City for the 12 month .period ending June 30, 1985, is provided for your consideration. The proposed budget will result in a net increase of 6 percent in property taxes for the average residen- tial property owner. Property taxes decreased in FY84, therefore the total increase in property taxes for the two year period, between FY83 and FY85, will amount to 3.6 percent. The property tax decrease in FY84 resulted primarily from fewer tax dollars being required by both the Tort Liability and the Debt Service levies. The City Council decided to lower the total levy in FY84 so that taxpayers would benefit from the reduction. Now in FY85, the tax dollar requirements will again increase to a more normal level. There- fore, it is appropriate to consider the two year increase in tar, dollars. The re -assessment of property valuations and an increased rollback factor, which is used for the computa- tion of taxable assessed valuation, resulted in taxable valuations increasing by 18.5 percent for the average residential property. However, the dollar amount increase in property taxes has been held to a 6 percent increase over FY84 or a 3.6 percent increase over FY83 for the average residential property owner, in spite of the significant increase in taxable valuations, A more detailed description of the tax levies and their computations appears in the Budget in Brief. The FY85 budget anticipates a lower level of receipts for Federal Revenue Sharing, Federal Transit Assistance, State Transit Assistance and State Municipal Assistance than in FY84. Because these sources provide $1,158,864 in operating budget support, any further cutbacks by the Federal or State governments in L r L a rl } x r -I ` 1 I i i i.i , Do these areas could result in a substantial revenue shortfall. This could require a reduction in expenditures this time no additional {-_ or an increase in revenues, other than property tax, later in FY85. However, at reductions in these sources are anticipated. f" A chart following the Budget in Brief shows the City's expenditure budget for the past five years in both inflation has had on actual dollars and in constant dollars. The shaded area demonstrates the effect which dollar shows that the City's overall expenditures have the City's expenditures while the constant amount Most of the City's increase in expenditures has resulted from the increased very little from year to year. effects of inflation. -,J REVENUES — 1. The City's proposed property tax levy for FY85 is $10.652 per $1,000 of assessed valuation. This is a decrease of $1.256, or 11.8 percent, from the FY84 levy of $11.908. 2. The City started collecting a five percent Hotel/Motel Tax on April 1, 1incl The FY85 budget estimates include taxes from the downtown revenue of $105,000 from this tax. This estimated tax revenue does not Due to the timing of receipt of the tax revenue, the max.imum tax revenue hotel now under construction. hotel would be only for the first three months of hotel operation and would to be received from the new j — be a minimal dollar amount. The Hotel/Motel Tax has been allocated using the breakdown established by the Council for the FY84 Budget. Fifty percent is used to fund a portion of the cost of the four new police officers added in be transferred to FY84. Twenty-five percent is allocated to the Convention Bureau and 25 percent is to a Reserve Fund for future recreation facilities. (� 3. Road Use Tax revenues continue to lag behind Street Maintenance and Traffic Engineering operating these operating costs. ti costs. In FY85 it is predicted that Road Use Tax will fund only 91 percent of The shortfall of $168,468 will be funded from property tax revenue. ti 4. Federal Revenue Sharing is projected at the same level as for the current entitlement period which ends this level through September 30, September 30, 1984. Congress has extended Federal Revenue Sharing at 1986. .r In FY85 the proposed budget allocates Federal Revenue Sharing to aid to agencies ($157,604), transit equipment j ($240,451), patrol cars ($157,120), police microfilm equipment and other miscellaneous for departments ($50,000). This leaves $263,564 available for ($28,385), and microcomputers various other capital improvements. The Council previously discussed using Federal Revenue Sharing for funding the Shamrock drainage project. This decision will be made during Council's consideration of the Five I Year Capital Improvement Program late in January 1984. 5. Sewer rates have been budgeted at a 15 percent rate increase. This will cover increased operating costs of 35 percent which have occurred since the last sewer rate increase in October 1981. Any decision to proceed with portions of the new sewer plant construction will necessitate a higher rate increase than that included in the budget. Within the next several months the City Council will receive a detailed analysis of the proposed sewer and water rate increases. This study wil be reviewed by the Management Advisory Panel. 6. A water rate increase also will be required -in FY85. A sixteen percent increase in water rates was used in preparing the proposed budget. Water rates were last increased in October 1981. At that -time the rate study recommended a 16 percent increase in rates but only an 8 percent increase was approved by Council. The final proposed amount of the rate increase will be based on the analysis and cost estimates for the northeast Water Storage Tank construction. 7. Recreation Division revenues have been increased by $141,000 to fund new recreation programs planned for FY85. These new programs will be funded entirely by the additional revenues which will be raised in participants' fees. A detailed description of these new programs is included in the Expanded Service Level explanation which accompanies the Recreation Division's budget. 8. All revenue projections which are based on a per capita rate are computed using the 1980 census population figure of 50,508. EXPENDITURES 1. The Recreation Budget includes two transfers which reserve monies for future capital improvements. A #26;250 transfer to the Recreation Facilities Reserve is funded by money received from the Hotel/Motel Tax. The $10,000 transfer to the Parkland Acquisition Reserve is the annual amount established in FY83 for future parkland purchases. 2. As in previous years, increased funding has been provided for aid to agencies. An increase of 3 percent is provided. However, as the City Council makes final decisions concerning the individual agencies, the amount included in the proposed budget is not to be construed as the City Manager's recommendation. 3. In FY85, all costs for employee health insurance, life insurance, social security (FICA) and the Iowa PublicEmployees Retirement System (IPERS) are being paid out of the General Tax Levy. In the past, the majority of these costs were paid out of the Trust and Agency Levy. This is explained in more detail in the Budget in Brief. 'j 4. A micro -computer acquisition fund of $50,000 is established in the City Manager's budget. This fund approval of a micro -computer acquisition will be allocated to departments follnwing the development and department requests for micro -computers. A priority need for microcomputers policy and the review of in the Police Department. The fund should be sufficient to provide equipment for the Police exists Department and perhaps as many as five other departments. 5. The Accounting Division budget includes monies for upgrading the city's computer system. The current for Finance, Human Relations, Equipment Mainte- computer system provides data processing applications Services and Animal Control. These applications include 476 data files nance, Housing and Inspection as 2,650 instruction files and result in 24 on-line users. This is the maximum number of has to as well grown on-line users that can be supported by the computer hardware. The number of applications the to support further applications without the point where the current computer does not have power time which negatively affects the computer's perform- resulting in a substantial slowdown in response A data processing application yet to be developed is a property file ance for the on-line users. major data on all properties for the Departments of Housing and Inspection Services, which will provide Public Works, Planning and Program Development and Fire. The central processing unit and software need to be upgraded but all other hardware/equipment on the originally purchased with a three year loan from the system will continue to be used. The computer was to be off in FY84 and the upgrade can be funded from the equivalence of Sewer Fund. That loan is paid two years of loan payments. The budget proposes funding the upgrade in FY85 and FY86 in the amount of for equipment will remain $48,450 each year. In this way, the Accounting Division's budget computer the same as in the past three years. 6. Additional equipment is proposed for the Police Department to increase the productivity of the depart- to 12 cars. One of the ad- ment. The FY85 budget increases the current fleet of 9 patrol cars patrol of adding four additional police officers in FY84, another ditional vehicles is needed as the result be as a back-up vehicle for any vehicles undergoing extensive repair or vehicle will used -of -service following an accident, and the third vehicle, probably a stationwagon, will be used by out supervisory personnel and will be available to transport emergency equipment. Other equipment approved for the Police Department includes microfilm equipment, additional portable lconsideranation odetailre dprovides radios andPolice Department pequipment vis ealso ebe ng fothe t equipment. Micro -computer needfor (see item 04 above). 7. The PY85 Budget provides for the elimination of a third Assistant City Attorney position. This that the was not required. position was budgeted for in FY84 but the City Attorney decided position the FY85 budget are: 1) a permanent part-time minute taker in the City Additional 'positions added in Clerk's office, in place of the current temporary position, 2) a full-time Data Processing Assistant 1 (15 hours in Accounting, 3) one additional school crossing guard, 4) a part-time Library Assistant at the beyrmation Library Clerk lfhours bwto assist BroadandTelecomnnicatins and forthLibrar Der Je)ti eskand 5addiionaltmpoaryployeesor In addition, a Senior Maintenance Worker position was eliminated in the Parks Division and is being _ replaced'by a Maintenance Worker II position and temporary employees in the Forestry Division. This change will not increase total expenditures for personnel in the Parks and Recreation Department. 8. The FY84 Budget has been revised to provide for the purchase of the old bus barn with funding from Streets ($75,000) and from Water ($275,000) for a total cost of $350,000. This building was originally purchased with a Federal Transit Grant and under the conditions of the Federal Grant for the new transit facility, the City must either sell the building or pay fair market value for that building. Either way, the Federal Government receives both its share of the initial cost and a like share of the increased valuation, with the exception of building improvements provided without Federal assistance. 9. Major maintenance projects scheduled for the Enterprise Funds in FY85 include 1) the resealing of the floors in the parking ramps ($95,000) to be funded from the Parking Renewal and Improvement Reserve and 2) resolution of the leachate problem at the Landfill ($55,000) to be funded from Landfill Operations. { '+ 10. Information on Expanded Service Level (ESL) requests is provided with each budget and includes the City Q, Manager's explanation as to whether or not the ESL was approved for funding. Those expanded service levels which were approved for funding have been included in the individual proposed budgets. The Budget in Brief provides more detail on budgeted revenues and expenditures. r In accordance, with Chapter 384 of the Code of Iowa, it is recommended that on January 31, 1984, you n_I establish the date of February 14, 1984, for the public hearing on the budget. Copies of this document, together with any modifications which you desire to make, must be available for the public no later than ri February 3, 1984. Sincerely yours, -. Neal G. Berlin City Manager CITY OF IOWA CITY FISCAL YEAR 1985 OPERATING BUDGET e TABLE OF CONTENTS �n 4 BUDGET -IN -BRIEF: Revenues Expenditures Year -End Balance Impact of Inflation on City Budget Expenditure Sunary GENERAL"FUND: Policy & Administration Program: - Administrative Receipts City Council City Clerk City Attorney. Economic Development City Manager Human Relations Civil Service Commission Broadband Telecommunications Broadband Telecommunications Conmission Finance Administration Accounting Central Procurement Services Treasury. Word Processing Risk Management Government Buildings Civil Rights Human Rights Commission Home and Community Environment Program: Planning and Program Development: Administration Urban Planning & Development Riverfront Commission PAGE .................. 1 .................. 7 .................. 10 ................... 14 15 ........ 16 .... ... 17 .................. 19 ........6.... .. 24 .... 27 . . 28 32 ................ 39 ............... 40 ............... 45 46 .................. 49 55 58 ...... 63 66 67 .................. 70 74 75 .................. 78 .................. 83 a i Design Review Committee Planning & Zoning Commission Historic Preservation Commission Engineering public Works Administration C.B.D. Maintenance Energy Conservation Resources Conservation Commission Community Protection Program: Police: Administration Patrol Criminal Investigation Records and Identification Crossing Guards & Emergency Operations Fire Animal Control Housing & Inspection Services: Administration Building Inspection Fire Prevention'&'Safety Inspection Housing'Commission/Board of Appeals Transportation Program. Traffic Engineering Street System Maintenance Physical Environment Program: Forestry/Horticulture Cemetery Human Development Programs: Recreation Parks Parks & Recreation Commission Library Parks & Rec. Admin. Senior Center Senior Center Commission ENTERPRISE FUNDS: Parking Revenue: Parking Operations Parking Reserves Pollution Control Revenue: Pollution Control Operations Pollution Control Reserves 84 i 85 ............... 86 ................ 87 .................. 91 ........... 94 .......... .... 98 I . .............. 102 _ I I .................. 103 r ................. 107 ........... 115. i i . . . . . . . . . . . . . . 120 I . . . . . . . . . . 125 i . . . . . 129 . . . . . . 135 . . . . . . . . .139, I 1 ................ ......... ....... 143 7 147, p.{ 153, �{ 155 . 163. I . . . . . . . . . . . 174 183 _ 187 . . . . . . . 188 197 ............... ........ 200 ............ 208 ...... 209 i _ ........... 214 217 I ................ . . . . . . . . . . 223 d i Water Revenue: . 226 Water,Operations . . . . 230 Water, Reserves Ia Refuse Collection Operations 239 Landfill: a. Landfill Operations .. 245 Landfill Reserves ... . 246 Airport: ................. 250 Airport Operations . 251 Airport Commission Airport Reserves ................ 260 Mass Transportation: . . . . 261 Mass Transportation Operations . 263 Mass Transportation.Reserves ................. 265 DEBT SERVICE FUND: 267 ary Fund Summary ....... .... 271 Summary of Expenditures JFund TRUST AND AGENCY FUND. Summary . . . 279 SPECIAL REVENUE FUNDS: Road Use Tax 283 Revenue Sharing ........... 290 ................ J.C.C.O.G. . . . . 291 Administration _i _. Transportation Planning .... 299 Rural Planning Human Services Planning E COMMUNITY DEVELOPMENT BLOCK GRANT: CDBG Metro Entitlement Needs ! ' Committee on Community r INTRAGOVERNMENTAL SERVICE FUND: Assisted Housing: Section 8 Existing Public Housing Turnkey Equipment i i . 226 . . . . 230 . . . . 234 239 .... 244 .. 245 ... . 246 ................. 250 . 251 . . . . 258 ................ 260 . . . . 261 I . 263 ................. 265 267 ....... .... 271 . . . 275 . . . 279 283 ........... 290 ................ i . . . . 291 i 296 .... 299 i i I 1 CHARTS AND INFORMATION: Summary of Expenditures & Receipts - Charts Financial Summary - FY84 Projected Financial Summary - FY85 Transfers - In Transfers - Out Authorized Personne' .................. 305 ,• ................. ,. 308 .................. 309 i BUDGET IN BRIEF REVENUES Iry Consistent with the practice of previous years, all revenue estimates are conservative. The uncertainty of Federal and State revenues continues to require a conservative approach. In budget preparation it is important to ensure that the level of revenue projected will actually materialize. ' A. Property Tax: The City's property tax request of ;9,518,974 for FY85 will be levied as follows: J FY83 FY84 FY85 Assessment Assessment Assessment . - Dollars Per ;1000 Dollars Per ;1000 Dollars Per ;1000 s General: ;5,602,550* 8.100. ;6,055,152* 8.100 ;6,901,472* 7.718 - Trust B,Agency 1 077 570 1.570 1 255 169 1.691 673 852 20 9.670 ;713T0- 3�T 9.79i 7,575,32 758 -8-.-4 7T Subtotal ;6,680, Tort.Liability 253,030 .369 66,369 .089 147,338 .166 1.830 Debt'Service 1,786,481 2.602 1,372,150 1.848 1,626,935 180 159 991 180 Transit -- -- 133,638 Subtotal 8,79,63T 2.64 8,882,478 .908 9,5 9 5� 5z - Ag. Bldgs. 8 Land 7,752 3.004 8,106 3.004 9,386 3.004 1 Total 8,727,383 8,890,584 9,518,974 =J *Includes monies and credits of ;27,620 and military credit of ;13,800. S i The levy of $10.652 reflects a decrease in the tax levy for FY85 of ;1.256 per ;1000 of assessed i valuation or a decrease of 10.5% in the levy amount. However, this lower tax levy will yield 7% more total ? in actual tax dollars. The increase in tax dollars results from both an increase in assessed and an increase in the rollback factor, as computed by the State. valuation Total assessed valuation in Iowa City increased from ;960,921,776 to ;1,124,655,722 as the of of January 1, values, 1983, or an increase of 17%. Of that 17%, 14.9% resulted from reassessment property from growth (new construction and annexations) and 0.6% resulted from - 1.5% resulted real property ! i I increased valuations for personal property and utilities. ■ The taxable assessed valuation is computed by applying the State's rollback factor to the total — assessed valuation. The State Legislature initiated use of the rollback factor in 1974 effective with the January 1, 1975, assessed valuation. The rollback limited taxable valuation for the State, as a whole, to a 6% annual increase for the period January 1, 1975, to January 1, 1979, and since January 1, 1980, has allowed only a 4% annual increase. The rollback factor is computed based upon total assessed valuation for the entire State and unless a local government's assessed valuation increases or decreases identical to the State's total, there is — no guarantee that local tax valuations will be field to the established 4% annual increase. Iowa City's taxable valuation increased from $742,436,082 on January 1, 1982, to $888,838,026 as of January 1, 1983, which is the tax base used for property tax computations/ revenue for FY85. This is a 19.7% increase in taxable valuation. Annual increases in the total assessed valuation for Iowa City properties have averaged 5% per year in I'1 recent years. The increase this year is 17%. It is above average because 1983 was a re -assessment year, during which time property valuations were increased to near market values. Due to the poor mr economy in the rest of the State, most property values in the State stayed relatively the same and few decreased in value. .a Therefore, the rollback factor had to Increase for 1983 valuations in order to rn have the State-wide total assessed valuations increase to 4%. This increase in the rollback factor, in addition to the property re -assessment, increased [� taxable valuations for _further Iowa City properties. In preparing this proposed budget, property taxes were � held to a 6% increase for the average residential property owner over FY84 taxes. ' The average re -assessment increase for residential property was 14%. The following chart shows how property taxes e. for the average residential property will be affected by the property tax levy recommended in the r� proposed budget. The average residential assessed valuation used in this chart was obtained from the City Assessor. PROPERTY TAXES FOR AVERAGE RESIDENTIAL PROPERTY "I I FY85 INCREASE (DECREASE) OVER FY83 FY84 FY85 FY84 FY83 _ AVERAGE RESIDENTIAL ASSESSED VALUATION 1-1-81 $57,679 — 1-1-82 $57,679 1-1-83 $65,754 14.0% 14.0% ROLLBACK FACTOR .647793 .672223 .698754 3.9% 7.9% TAXABLE VALUATION $37,364 $38,773 $45,946 18.5% 23.0% LEVY - ACTUAL/PROJECTED 12.641 11.908 10.652 (10.5)% (15.7)% PROPERTY TAXES $472.32 $461.71 $489.42 6.0% 3.6% 2 I1 is Property is reassessed every two years. In the above chart, FY83 and FY85 were both reassessment years. The average residential reassessment increase amounted to 9% in FY83 and to 14% in FY85. The rollback factor typically decreases in reassessment years but, as stated above, such a decrease did not occur in FY85 because of depressed property values on a State-wide basis. The combination of higher property valuations from the reassessment and a higher rollback factor resulted in an 18.5% increase in taxable valuations for the average residential property in Iowa City. It was therefore necessary to substan- tially reduce the tax levy in order to hold the increase in actual tax dollars to a 6% increase over FY84 taxes. Taxes did decrease in FY84 and it should be noted that the two year increase in taxes, from FY83 to FY85, is only a 3.6% increase. 3 The rollback factors are computed by the State and announced annually in"late November. In FY84, the ^� rollback was .672223 on residential property and will be 698754 in FY85. The rollback on certain in FY84 be in FY85. commercial and utility properties was .916331 and will .917230 J The City also will receive revenue from taxes on agricultural buildings and land located within the City limits. As provided by State law, the tax on this property is *$3.00375 per $1000 of assessed value. The assessed taxable value for agricultural property is $3,124,632 and will yield revenue of $9,386. Property taxes which fund general governmental operations (those functions which are accounted for within the General Fund) include the following levies: FY84 FY85. General $6,055,152 $6,901,472 —' Tort Liability 66,369 147,338 Trust 6 Agency 1,255,169 673,852 Ag. Bldgs & Land 8,106 9,386 $7,384,796 $7,732,048 Property taxes listed above which fund general governmental operations will increase 4.7% in FY85. Another source of revenue used for General Fund operation is the Monies and Credits replacement fund. — Formerly a state law levied a tax on certain monies and credits and monied capital. This tax was repealed and the State established a replacement fund which provides to cities the approximate amount + i of revenue being received at the time the tax was repealed. In FY85, the City will receive $27,620. A Military Service Credit replacement has been established by the State which returns to cities part of the'property tax lost to the Military Service Tax Credit. In FY85, this fund will return $13,800 to Iowa City for General Fund purposes. These monies are 'appropriated to cities by the State Treasurer in — proportion to the money allocated by the State for the military service tax credit. The General Fund property tax levy can be used for the support of many services, such as police, fire, park and recreation services. The levy cannot exceed $8.10 per $1000 of assessed valuation. 3 The City also levies property tax for other purposes. These include Trust & Agency, Tort Liability, _ Transit ano Debt Service. These funds can be utilized only for the purpose for which they are levied. — The Trust & Agency property tax levy is used for the payment of pension and employee. benefits. These — include social security (FICA), the Iowa Public Employees Retirement System (IPERS), the Police and Fire Pension contributions, health insurance, life insurance, worker's compensation insurance premiums and unemployment compensation. State regulations allow cities to budget for FICA, IPERS, health insurance and life insurance under the Trust & Agency Levy only when the $8.10 maximum levy has been reached in the General Levy. In the past, Iowa City was close enough to the $8.10 maximum levy that it - could levy for only a portion of health insurance costs under the General levy. The remainder of the T health insurance costs and the other benefit costs were levied under the Trust & Agency Levy. In FY85, the increased assessed valuation amount has lowered the General Levy so much that Iowa City will be paying most benefit costs out of the General Levy. Police and Fire Pension, worker's compensation insurance premiums, and unemployment compensation costs will still be levied under the Trust & Agency Levy in FY85. �1 A special levy, Tort Liability, is provided to pay the cost of certain insurance coverage. This includes comprehensive general liability, motor vehicle liability, public official liability, errors j and admissions and false arrest insurance. The. tort liability levy of $147,338 reflects the cost of insurance premiums and anticipated judgments for FY85. An excess fund balance, which was available at the end of FY83, was used to fund a portion of the FY84 costs and allowed for a one year reduction in the tort liability levy. The excess fund balance resulted when bids taken on insurance coverage decreased costs substantially over the budgeted amount in FY83. The FY85 tort liability tax dollars are still lower than the FY83 tax levy amount of $253,030. The Transit Levy was first used in FY84. State law permits the use of a transit levy for funding the ^ operation of a municipal transit system. The levy cannot exceed $.54 per $1000 of assessed valuation. — The decision was made last year to phase out the use of Federal Revenue Sharing for transit funding and to replace it with funding from the Transit Levy. The levy was to be phased in over a three year period with the third year's levy being at the maximum levy of $.54. However, this proposed budget does not recommend the increase of the Transit Levy to $.36 in FY85 as — originally scheduled. Instead, funding from Federal Revenue Sharing for transit operations will remain at the same approximate level as in the FY84 budget. This is done for two reasons. First, Federal Revenue Sharing has been approved by Congress for three more years, which assures the City that this funding will remain to be available in the near future for funding transit operations. Second, by leaving the levy at $.18 it is possible to keep property taxes to a 6% increase for the average residential property. An increase in the transit levy to the $.36 would increase property taxes by _ 7.8% for the average residential property. The Debt Service levy provides funds for the payment of the principal and interest on general obliga- tion bonds of the City. It can also be utilized to fund the payment of any judgments against the City, unless other funding sources are provided by State law. This levy decreased in FY84 because the City did not issue any new general obligation bonds for' two years. Older bond issues were being paid off 4J 4 p and not replaced with new bond issues. This resulted in the decrease in debt service costs for that r7 year. The General Obligation bonds issued in December 1982,'will once again increase the debt service costs to a level comparable to prior years. B. Intergovernmental Revenue: Assistance from other governmental agencies is a major source of revenue. This includes both Federal and State assistance. Some of these funds are distributed according to population. Iowa City's popula- tion is 50,508, as reported in the 1980 Census. 1. The bank franchise tax is a State tax levied on the net income of financial institutions. The State retains 55% of -this tax with the remainder divided 60% for the city and 40% to the county ^� within which it originated. The FY85 receipt projection of $50,000 is based upon actual receipts in past years and information received from local banks. J 2. The FY85 budget includes Federal Section 9 Urban Mass Transit Administration funding of $115,870 for transit operations. State operating assistance for the fiscal year is projected at $105,000 as Jcompared with actual State assistance in FY84 of $112,243. 3. Liquor profits are 10% of gross revenue of State liquor stores. In FY84, the estimate was based on j $6.15 per capita. In FY85 the estimate is $6.07 per capita. 4. State Municipal Assistance distributes'State revenues on a ratio of each city's population to total _ State population. This cannot exceed one-half of the city's property tax levy. The FY85 projec- tion is based on $6.50 per capita. This 'is the same amount used in the FY84 budget. The State - Legislature is not expected to increase Municipal Assistance for FY85. In fact, the probability of this program continuing in FY85 could very well be a topic of discussion for the State Legislature in the upcoming session. -,� 5. Beginning in 1981, Johnson County Regional Planning Commission (JCRPC) was replaced with Johnson County Council of Governments (JCCOG) and the City of Iowa City was made responsible for mainte- nance of all financial records. The JCCOG budget is included in the City's budget. Total funding from other governmental agencies in FY85 amount to $150,003 with Iowa City's share of this total being $73,162. 6. The FY85 projection for Federal Revenue Sharing is $609,602. This is the same amount as is being received in the current entitlement period. Federal Revenue Sharing was approved for funding for I another three years through September 1986. — 7. Road Use Tax collected by the State from the registration of motor vehicles, fuel tax, license fees and the use tax on motor vehicles, trailers and accessories and equipment is apportioned to each city based upon a ratio of the city's population to all Iowa cities. The per capita estimate for FY85 is $32.50. The FY85 estimate is $1.00 more than the FY84 estimate. 5 C. Enterprise Funds: The Enterprise Funds include parking, sewer, water, refuse, landfill, transit and airport. These are utilities or services supported primarily from revenues for services provided. Parking, sewer .and — water revenues are used to pay the principal and interest due on the revenue bond issues of the City. In FY85, $427,620 of sewer revenue, $102,125 of water revenue and $10,000 of airport revenue will also be used to pay general obligation bond issues which were sold to finance sewer, water and airport projects. Rate increases for both water and sewer rates will need to be approved by Council late in FY84 so that the rates will be effective for the billings which go out after July 1, 1984, the beginning of FY85. _ These rate increases are needed to cover increased operating costs incurred since the last rate increase in late 1981. The proposed budget shows water increasing at 16% and sewer increasing at 15%. The annual operating budget in Water has increased 16% since FY81 while the annual operating budget in Sewer has increased 35% since FY81. Both proposed increases are preliminary estimates at this time and C will be analyzed in a detailed study to be done on the funding needs of both utilities within the next `�V' four months. A final decision on actual rate increases will follow the studies and those actual increases may differ from the preliminary increases depending upon future decisions on capital pro- ri jects, including a new water storage tank in northeast Iowa City, major sewer lines and a new sewer plant. s� Under the Transit budget, bus fares will remain at $.40 and monthly bus passes at $14 resulting in total fare revenue of $850,000 in FY85. In accordance with the recently adopted transit policy, the local subsidy is computed based upon 40% of the budgeted operating costs. Decisions regarding addi- tional bus purchases or bus renovations in FY85 may necessitate fare increase considerations. Rd Parking revenue includes $124,800 from parking fines, $681,180 from the parking ramps and $298,800 from on -street and off-street meters, permit lots and building rentals for a total of $1,104,780 in operat- ing revenue. An increase in parking rates was not considered in the FY85 proposed budget. However, a decision to add additional levels to the Dubuque Street Parking Ramp may necessitate an increase in parking rates during the year. Starting in FY85 the parking fines receipted into Parking will be transferred back to the General Fund at year-end. The parking fines are receipted into Parking as a means of keeping total revenues high enough to satisfy revenue requirements for the Parking Revenue Bonds. The Parking Fund is now stable enough to allow the parking fine revenues to he put back into the General Fund once again. The fines had always been receipted in the General Fund prior to the issuance of the Parking Revenue Bonds. In FY85, the proposed budget shows the parking fine receipts for both FY84 and FY85 being transferred back to the General Fund for a total of $249,600. In future years, approximately $125,000 in fines will be _ transferred back to the General Fund annually. Refuse Collection fees and Landfill fees are not proposed to increase in FY85. The current refuse fee is $3.50 per month per dwelling unit or apartment and $1.75 per month per sleeping room. Landfill fees will remain at the current rate of $7.50 per ton throughout FY85. 6 ni p~ D. General Fund - Other Revenue: Under the charges for services category, the Fire Department's revenues include the Fire Protection w, Contract with the University of Iowa ($336,587 to the General Fund and $86,000 to the Trust 8 Agency Fund for a total of $422,587) and Library services include $109,734 for services to Johnson County, 10% of the Library's operating budget. Recreation revenue of $301,246 includes admissions, lessons, entry fees and pool revenue. Miscellaneous revenue is derived from activites such as police escort service, animal control fees, zoning and subdivision fees. In FY85, revenue from licenses and permits is budgeted at $243,705. Most of this revenue will come from building and rental permits or beer and liquor permits and licenses. Other sources of revenue are peddler's, electrician's, plumber's and animal licenses and burial permits. �! The FY85 budgeted revenue from fines and forfeitures of $284,614 includes $130,000 for parking fines, —j library fines ($33,961) which are assessed for overdue or damaged property, and funds collected by the magistrate's court ($120,653) for violation of the City or State codes such as motor vehicle violations and animal control violations. Use of money and property revenue comes from various sources. Interest income is projected at an 11% interest yield ($61,647). General Fund miscellaneous revenues are composed of refunds, reimbursements of expenses and damages, miscellaneous sales and commissions or concessions. The total miscellaneous j revenue for all 41 divisions is $117,420 or an average of $2,864 per individual division. i EXPENDITURES The recommended budget for all operating funds 'in FY85 is $28,384,583. Many reductions were made in " departmental budget requests. In particular, departments were not allowed to budget for emergency costs. Because of this, budgets may need to be amended more frequently. It is deemed more appropriate to amend a budget based on actual need rather than to allocate funding for every eventuality which, in most instances, ti will not occur. The proposed General Fund budget is $12,632,017 or an increase of 7.4% over the FY84 j� budget. i Increases in the General fund expenditure budget were minimized as much as possible because of limited revenues in the General Fund. A comparison of percentage change by major classification of expenditure appears as follows: rj Actual Estimate % Budget % FY83 FY84 Change FY85 Change Personal Services $ 6,802,642 $ 7,560,070 11.1% $ 7,993,934 5.7% Commodities 475,640 597,928 25.7% 574,235 (4.0)% Services 8 Charges 2,385,317 2,346,490 (1.6)% 2,436,528 3.8% Capital Outlay 561,755 639,454 13.8% 813,048 44.0% Transfers 732,662 697,882 (4.7)% 814,272 16.7% TOTAL $10,958,016 $11,841,824 8.1% $12,632,017 6.7% 7. A. Personal Services: - Personnel costs are primarily controlled by collective bargaining agreements. Employees of the City are represented by three unions: AFSCME (Local #183), the Police Labor Relations Organization of Iowa _ City, and the International Association of Firefighters (Local #610). The majority of City employees are represented by AFSCME. The Union is comprised of two bargaining units, one composed exclusively of Library employees and the other composed of employees in all other - departments. All supervisory, confidential, temporary and other employees who are excluded by law in Chapter 20 of the Code of Iowa are excluded from the units and from the terms, conditions or applica- tion of the Agreement. Sworn police officers and firefighters are also excluded. The current AFSCME contract is effective from July 1, 1983, through June 30, 1985. It provides for an across-the-board increase of 4% on July 1, 1984, the beginning of FY85. -i Sworn police officers are represented by the Police Labor Relations Organization of Iowa City. The"�i bargaining-unit is composed of all Iowa City police officers. Exempt from the unit are the police rd chief, deputy chief, captains, sergeants, and other confidential, administrative, supervisory and less than half-time employees. L A two year contract was negotiated with the Police Union and is effective July 1, 1982, through June 30, 1984.. Negotiations are currently in progress for the contract which will be effective in FY85. n� The firefighters are represented by the International Association of Firefighters. The bargaining unit is composed of firefighters, lieutenants, and captains. Exempt from the unit are the fire chief, fire marshal and battalion chiefs. The firefighters contract is effective between July 1, 1982, and June 30, 1984. Negotiations currently are in progress for the contract which will be effective in FY85. Employees who are administrative, supervisory or otherwise ineligible for collective bargaining are covered by the Personnel Rules and Regulations. Some are eligible for Civil Service. Salaries and - benefits are determined by the City Council upon the recommendation of the City Manager. Guidelines for increases are set by the City Manager, with the amount of the increase determined by the depart- ment head, with the approval of the City Manager. A specific proposal for salary increases for these employees will be presented to the City Council during discussions of the proposed FY85 Budget. The percentage increase between the FY84 Estimate and FY85 Budget shown in the previous table is in accordance with existing collective bargaining agreements and projected salary adjustments. It also includes funding for an entire fiscal year of salary adjustments which are scheduled to occur during the present fiscal year. b 51 t I B. Commodities The previous chart shows that commodity costs will remain relatively the same in FY85 as they were in FY84. Two divisions had a substantial decrease in commodity budgets. Past years' actual expenditures in both Streets and Police Patrol showed that their commodity budgets could be decreased for FY85. Eliminating the decrease in these two budgets of approximately $30,000 results in a total increase in other commodity budgets of approximately 3%. E C. Services and Charges A few large dollar Expanded Service Levels (ESL) that were approved increased this expenditure classification. Under Human Relations, ESL's added included an Employee Assistant Program ($2,500), a i General City Employee Wellness Program ($5,500) and Civil Service testing costs ($8,800). The Police Administration's budget includes an ESL for increased training costs ($14,725). Without these ESL's, ✓ total Services and Charges would have increased only 2.5%. D. Capital Outlay The FY85 budget for capital outlay increased because equipment purchases rather than staffing in- creases are emphasized to meet the demands of increased services. One time equipment purchases are less costly than the ongoing cost of additional personnel. The total capital outlay budget increased $175,000. This increase covers substantial equipment purchases for the Police Department including three additional patrol cars, new speakers and light bars for all patrol cars, portable radios, Other capital portable dictating recorders and microfilm. equipment at a total cost of $88,000. major outlay increases .includes $50,000 for micro-computer equipment for various departments, pool mainte- nance equipment and window coverings for the Recreation Center ($19,000), an 18.5% increase in the Library material budget ($19,700), an energy management system for the heating and air conditioning system in the Senior Center ($12,000). These expenditures are approved ESL's and account for the increase over the FY84 budget amount. E. Transfers j� This includes primarily the General Fund subsidies to the transit operation, refuse collection opera- ,! tion and the airport. It also includes a transfer to transit in the amount of the transit property tax levy. State law mandates that property taxes received from the transit levy are receipted into the General Fund and then transferred out to transit operations. The large increase in transfers is primarily due to the change in accounting procedures for JCCOG. In i past years, JCCOG was included in the General Fund. It is now a separate fund outside the General Fund _ and the City's funding contribution is now accounted for as a transfer between funds ($73,162). t I --------- --- GENERAL FUND YEAR-END BALANCE The General Fund year-end balance for June 30, 1985 is computed as follows: 6-30-83 Actual Balance $1,579,544 Less: 6-30-83 Encumbrances (150,335) 6-30-83 Carryovers (90,90 i Adjusted 6-30-83 Balance , FY84: Estimated Receipts $11,551,117 Estimated, Expenditures 11,840,844 289 727 6 30-84 Estimated Balance $1,048,54Z FY85: Budgeted Receipts $12,708,768 Budgeted Expenditures 12,635,392 73,376 ,2 ,98 Less Reser.ved:Balances: Broadband Telecommunications (30,203) Parkland Acquisition.Reserve (190,100) Recreation Facility Reserve (48,500) _ Deposits Escrow (35,000) Judgements Against the City (1442461L Estimated 6-30-85 Balance 673,654 The estimated 6-30-85 balance is lower than the $700,000 balance that the City has tried to maintain in the past. For the past several years, the General Fund budget has been prepared using the assumption that the unappropriated year end balance would be approximately $700,000. This balance is needed to provide for cash flow in the first quarter of the new fiscal year due to the fact that property taxes are not received until October. The following shows how expenditures have exceeded receipts in the first quarter of recent years. This shows that the $700,000 year end balance now provides for less than 50% of the shortfall. The remainder is funded internally by balances in other funds until the property tax check is received in October. 10 :J July/September July/September Shortfall r Fiscal Year Receipts Expenditures in Receipts FY84 $1,203,122 $3,123,522 ($1,920,400) FY83 $1,354,860 $2,694,988 ($1,340,128) FY82 $ 964,788 $2,402,406 ($1,437,618) FY81 $1,398,018 $2,482,549 ($1,084,531) This shows that the $700,000 year end balance now provides for less than 50% of the shortfall. The remainder is funded internally by balances in other funds until the property tax check is received in October. 10 :J i The following chart shows the actual unappropriated year-end balance for FY81-83 and the estimated balance for FY84 and FY85. Although past years' actual unappropriated balances have been higher than the target amount of approximately $700,000, the balances were still not sufficient to provide for cash flow needs in the fiscal year's first quarter. That chart shows that the shortfall still exceeded the year-end balance in the past three years and that internal loans were necessary to fund cash flow needs. The $700,000 target balance needs to be higher so that it covers more of the shortfall. it is becoming ,a increasingly difficult each year to fund the shortfall 'internally and the other available fund balances { previously used to fund the shortfall continue to decrease. Two prime examples are the Transit Replacement I Reserve and the Sewer Fund whose balances are scheduled to be used for the new Transit Garage and the new I J sewer plant improvements. Efforts should be made in future years to increase the year-end balance. i i i i YEAR-END CASH BALANCE LESS RESERVED BALANCES: Prior Year Encumbrances Prior Year Budget Carryovers Deposits Escrow. J.C.C.O.G. Broadband Telecommunications Parkland Acquisition Reserve Recreation Facility Reserve Judgements Against City Allocated to Next Year's Budget ! Total Reserved UNAPPROPRIATED YEAR-END BALANCE SHORTFALL IN RECEIPTS DURING FIRST THREE MONTHS OF NEXT FISCAL YEAR FUNDED FROM INTERNAL LOANS CITY OF IOWA CITY FY85 OPERATING BUDGET GENERAL FUND YEAR-END BALANCE FY81 ACTUAL 1,966,460 72,063 50,500 12,298 918,843 1;053,704 912,756 1,437,618 524,862 12 FY82 FY83 FY84 FY85 ACTUAL ACTUAL ESTIMATE ESTIMATE 1,553,705 1,579,544 1,048,542 977,457 j 153,347 150,335 -- -- i 186,040 90,940 -- -- 30,000 35,000 35,000 35,000 h 33,324 -- -- -- a 19,676 24,970 29,915 30,203 -- 10,000 180,100 190,100 ., -- -- 22,250 48,500 -- -- 144,461 -- 286,649 434,940 -- -- 709,036 746,185 411,726 903,803 L I 844,669 833,359 636,816 673,654 1,340,128 1,920,400 N/A N/A 495,459 1,087,041 J CITY OF IOWA CITY FY85 OPERATING BUDGET GENERAL FUND RESERVED BALANCES 13 ACTUAL FY83 $ 19,676 $ 55,737 1,270 $ 57,007 $ 51,713 $ 24,970 8 -- $ 10,000 $ 10,000 8 -- $ 10,000 8 -- ESTIMATE FY84 $ 24,970 $ 65,000 50 $ 65,050 $ 60,105 $ 29,915 $ 10,000 $ 10,000 160,100 $ 170,100 8 -- $ 180,100 8 -- $ 22,250 $ 22,250 BUDGET FY85 $ 29,915 $ 72,800 300 $ 73,100 $ 72,812 $ 30,203 $ 180,100 $ 10,000 $ 10,000 8 -- $ 190,100 $ 22,250 $ 26,250 8 -- $ 48,500 BROADBAND TELECOMMUNICATIONS BEGINNING BALANCE RECEIPTS: Cable TV Revenue Miscellaneous TOTAL RECEIPTS �J EXPENDITURES: i Operations ENDING BALANCE- PARKLAND ACQUISITION RESERVE BEGINNING BALANCE` RECEIPTS: Transfer from Parks - -�-- -- - - Sale of -Land, Central Jr. High TOTAL RECEIPTS 1 EXPENDITURES: ENDING BALANCE I`J ! RECREATION FACILITY RESERVE i BEGINNING BALANCE RECEIPTS: Hotel/Motel Tax E EXPENDITURES: ENDING BALANCE J CITY OF IOWA CITY FY85 OPERATING BUDGET GENERAL FUND RESERVED BALANCES 13 ACTUAL FY83 $ 19,676 $ 55,737 1,270 $ 57,007 $ 51,713 $ 24,970 8 -- $ 10,000 $ 10,000 8 -- $ 10,000 8 -- ESTIMATE FY84 $ 24,970 $ 65,000 50 $ 65,050 $ 60,105 $ 29,915 $ 10,000 $ 10,000 160,100 $ 170,100 8 -- $ 180,100 8 -- $ 22,250 $ 22,250 BUDGET FY85 $ 29,915 $ 72,800 300 $ 73,100 $ 72,812 $ 30,203 $ 180,100 $ 10,000 $ 10,000 8 -- $ 190,100 $ 22,250 $ 26,250 8 -- $ 48,500 IMPACT OF INFLATION ON CITY BOUOET 23 1983 294.1 1984 300.5* 22 FY1978 - 1985 259 4 13,870,774 15,550,404 16,680,262 - 20 Actual Budget — Bueget in Constant I 5,347,253 19 5,671 ,G29 18 1g8i Dollars"r—: „— 17 16 15. 14 310 13, 300 12 0 11 0 10 J f:;9 8 7 6. 5 • 4 i , _ 3. 270 i 2 II IMPACT OF INFLATION ON CITY BOUOET 1982 281,5 1983 294.1 1984 300.5* ^ FY1978 - 1985 259 4 13,870,774 15,550,404 16,680,262 - 20,041,073 6,475,306 Actual Budget — Bueget in Constant I 5,347,253 5,524,122 5,671 ,G29 1g8i Dollars"r—: „— 320 310 300 290 280 • i , _ 270 i r ' 260 i 250 240 ..�. 230 v e' y 220 et 210 Ii i 200 190 160 Z _ ;1 170 o s' 160 W 150 boo-- a.:aa.•::.aa:...::::a•:u.a.a.: 140 ....a..::: •.aa.a:.:.••aa. 130 120 110 100 1978 1979 1980 190.9 205.2 232.6 9,436,592 10,331,072 11,690,494 4,94:x.212 5,034,635 5,026,008 u..a Dudgel 1n Constant Dollars Actual Budget —� Consumer Price Inde, Gist of Inflation 1981 1982 281,5 1983 294.1 1984 300.5* 1985*** 309.5 consumer trice ; lea 259 4 13,870,774 15,550,404 16,680,262 18,503,748 6,157,653 20,041,073 6,475,306 Actual Budget — Bueget in Constant I 5,347,253 5,524,122 5,671 ,G29 1g8i Dollars"r—: „— * As of October, 1983 +* Base Year of Consunier Price Index l •' i *** Estimated 51. Increase Over 1984 , 14 w � i C C ACTIVITY IL INGS CITY OF IOWA CITY FY85 PROPOSED BUDGET EXPENDITURES SUMMARY GENERAL FUND FY83 ACTUAL ATIONS SERVICES STRATION INVESTIGATION IDENTIFICATION FETY L EMERGENCY OPER INSPECT WHORTICULTURE ION RECREATION ADMIN CENTER GRAND TOTAL 15 F84 Y5 ESTIMATE BUDGET 189,525 226,383 240,86B 95,069 123,457 98,748 156,192 173,444 152,997 0 40,000 40,000 142,756 160,353 210,954 111,027 108,493 138,939 51.713 60,105 72,812 818,605 711,423 864, 4136 344,303 317,437 366,043 165,514 186,640 191,993 224,584 251,823 260,167 99,837 110;951 115,670 222.563 194,686 217,565 117,432 144,497 137,390 26.308 27,769 29.206 59,619 77,866 81,684 251.465 150,914 171,196 260,840 342,016 333,710 53,516 60,109 60,476 46,522 59,718 55,826 7,617 13,982 12,613 106,594 114,15B 128, 819 1,277,748 1, 482, 194 1,582,839 141,399 146,290 153,943 176,962 188,093 216,544 23,647 31,156 31,2513 1,394,724 1,343,784 1,369,902 '103,360 109,080 112,301 64,146 65,944 67,542 144,033 153,276 158,642 139, 566 105,155 111,194 521,306 541,796 565,996 1,214,205 1,507,269 1,449,216 31,904 91,318 118, 069 108,640 118,743 120,419 591,182 621,503 819,205 369,04B 415,977 403,567 930,909 1,018,678 1,098,315 66,786 71,545 70,470 154,430 173,799 200,433 10,955,616 11, 841, 824 ---------- 12, 632. 017 CITY OF IDWA CITY ADMINISTRATIVE RECEIPTS SUMMARY FY85 FY83 FY84. FINAL BUDGET ACTUAL ESTIMATE 748,955 449,999 127.620 859991 , 28,897 13,800 27,620 13,800 13,395 84,039 82,694 74 ,457 220,653 124, 954 139,564 120,000 130,000 130,000 366 4,262 4, 000 5, 12, 750 3,440 355,610 403,225 q12, 875 25,562 21,126 309,990 23, .671 0,624 350,000 306, 56 37,665 339,919 50,000 328,302 340,3510 22,250 26,250 63:302 60,000 61,2670 367,950 160,1000 0 11,205 55,737 65, 000 72, 800 131,510500 153 ,014 2 07, 604 1510 5, 4630 40,000 5,463 5,463 20, 000 269,600 RIND -964 2,375 2,250 _2_847_560 _2_621_654 ===== _3,214_589 16 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11110 CITY COUNCIL EXPENDITURES: ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN • FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET PERSONAL SERVICES 30,014 33,044 36,088 36,0138 COMMODITIES 164 400 400 400 SERVICES AND CHARGES 159,054 192,237 203,120 204,070 CAPITAL OUTLAY 93 700 310 310 ' --------- --------- TOTAL --------- 189,525 --------- 226,383 --------- 239,918 240,868 RECEIPTS: ----- FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 17 CI1'Y OF IOWA CITY FY85 EXPENDITURESIDGET t 11110 CITY COUNCIL '! PERSONAL SERVICES: xi POSITIONS BUDGET FY84 FYB5 $ I� is CI7Y'COUNCIL 6.00 6. 6,010 00 30, 078 MAYOR -1_00 -1 00 --- .TOTAL -7_00 7.00 36_088 18 TRANSFER TO: NONE TOTAL --------0 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 0 CAPITAL OUTLAY: 2 4 -DRAWER FILE CABINET _-----310 TOTAL 310 Qo I^ u i� -t 18 TRANSFER TO: NONE TOTAL --------0 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 0 CAPITAL OUTLAY: 2 4 -DRAWER FILE CABINET _-----310 TOTAL 310 Qo :•G• •' l r 1.. 1• WaJ FUND: GENERAL PROGRAM: POLICY & ADMINISTRATION U r•:.Y �a�l 4 �i+1�3 DIVISION: CITY CLERK I DIVISION PURPOSE: As a Council -appointed recording and record-keeping officer of the City, Clerk exercises the powers and performs the duties provided or prescribed by State law, the City Charter and the Municipal Code by including preparation, maintenance and dissemination of records of Council• meetings and resulting proceed- ings; filing and safe -keeping of deeds, abstracts, contracts, resolutions and ordinances, project folders, subdivision folders; providing technical assistance for Council, staff and the public by responding to requests for retrieval of information or interpretation of established City policiesand procedures; providing of required services for City elections; and receiving routing and finalizing of all submissions to P&Z Commission. The City Clerk is custodian of the City Seal, certifies or notaries documents and testifies in court if necessary. DIVISION'GOAL.' 110 provide an adequate and legal level of service for the duties listed and services provided within existing regulatory standards and budgetary constraints. GENERAL DIVISION OBJECTIVES: 1. To continue to provide basic services at the current level, in compliance with legal requirements. 2. To provide training in procedures and improvement of delivery of services. NEW DIVISION OBJECTIVES: 1. Tb reduce retention space and storage problems by microfilming plats and project files. 2. To begin computerization of reference index, licenses, permits, and cemetery lot information. PERFORMANCE MEASUREMENIS: CALENDAR YEARS 1. Bid openings attended Regular Council meetings attended, minutes provided Special formal meetings attended, minutes provided Informal Council meetings attended, minutes provided Executive. sessions attended, regular minutes provided 19 1984 to 1980 1981 1982 1983 date _ _ 16 13 9 22 43 25 25 26 x 3 15 31 48 54 70 75 30 32 20 33 J 20 CALENDAR YEARS �w <i 1980 1981 1984 to _1982 1983 date Legal notices posted Official Council minutes published 121 107 136 511 ti4 Ordinances finalized and published 43 28 35 45 57 Resolutions finalized 33 46 67 7 Notices published x 326 170 303 421 Cigarette licenses issued 155 289 341 Liquor -licenses processed - reg./Sunday " 148 154 60/24 63/25 155 143 Beer permits processed - reg./Sunday 45/37 43/36 70/35 69/40 Cemetery deeds recorded and issued 18 63/44 52/45 Sound permits 33 21 26 Planning & Zoning applications accepted x x 44 27 x 10 J Planning & Zoning applications finalized Supplements issued/number 18 22 52 55 26 24 of pages for servicing 95 4/229 5/305 Codes in circulation 4/438 6/279 Candidate nomination papers checked for Council election Taxicab licenses issued or exchanged x 12 30 33 x 11 Taxicab Driver 7 permits issued 52 67 Project Folders currently active x x x 34 Applications for Boards & Commissions processed x x x 30 Microfilming - number of images.processed 168 185 122 144 No. of reference strips indexed 20,859 16,676 6,987 11,137 19,487 5,655 10,071 13,248 !� 2. Attendance at workshops and seminars will reflect and procedures dealt with by our office training efforts. Continuing to clarify ordinances will contribute to improved delivery of services. M, DIVISION ANALYSIS: Most of the duties in our office do not lend themselves to being performed time when there are less than the three of us, by temporary help, so at any "1 sick leave, vacation,or when the work load is increased, it becomes difficult to perform the basic services and instruct temporary help. six month period of time the office was staffed by two people. The new procedures reduced item It should be noted that for a for P&Z applications has and effort for the applicant, however, the time spent by our office especially in the area of filing applications to in day -today procedures, P&Z, legality of microfilming and storage of actual (hard has not been reduced. copy) documents We are still exploring the — deterioration of documents continues to be a problem. after microfilming. Storage and 20 1 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND2EEXPENIDDITURESt SUMMARY EXPENDITURES: i. j r ------- -- DEPT FY85 BUDGET ---FINAL ADMIN , FYB3 FY84 ESTIMATE REQUEST PROPOSAL BUDGET ACTUAL PERSONAL SERVICES 71,9165 72,126 70,065 1,363 74,666 1,413 22,379 COMMODITIES SERVICES AND CHARGES 82_440 41 210 553 .23,375 ------ OUTLAY 140 ______ --------- ---95, _____Y__ --------- 95.356 ----------- 98, 748 TOTAL 069 123,457 - RECEIPTS:----- FY85 BUDGET ----- ADMIN. FINAL FY83 ACTUAL FY84 ESTIMATE PROPOSAL BUDGET NOTE:.SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 21 i. j r j , i i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 11120 CITY CLERK 22 NONE TOTAL TRANSFER TO: -------0 0 INTRA -CITY CHARGEDACKS: PERSONAL SERVICES: 42 VEHICLE REPLACEMENT0 WORD PROCESSING POSITIONS ADMINISTRATIVE OVERHEAD BUDGET .. 0 TOTAL _--___ 42 FY84 FY65 $ ADMINISTRATIVE CLERK/TYPIST 1.00 1.00 15,989 DEPUTY CITY CLERK 1.00 1.00 19,098 CITY CLERK 1.00 1.00 22,5B6 CLERK/TYPIST - CITY CLERK (PT) 1.00 3,947 TEMPORARY EMPLOYEES 309 OVERTIME 500 J -. , _ ,._ . LONGEVITY 400 FICA 4,387 IPER----- HEALTH INSURANCE 3,1528 LIFE/DISAB INSURANCE ----- ---3,481 441 TOTAL ,., 3.00 4.00 74,666 22 NONE TOTAL TRANSFER TO: -------0 0 INTRA -CITY CHARGEDACKS: VEHICLE.OPERATIONS 42 VEHICLE REPLACEMENT0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD O CBD MAINTENANCE 0 TOTAL _--___ 42 CAPITAL OUTLAY: 3 CHAIRS AT COUNTER 375 TOTAL 375 CITY OF IOWA CITY FY05 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1112.0 CITY CLERK COST: 84,552 APPROVED FOR FUNDING: Council Decision . DESCRIPTION: Permanent part-time minute taker to prepare informal minutes. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: ,,As department projects: the number of Council meetings and retrieval requests increase the City Clerk's workload increases. The use of a part-time minute taker, for informal minutes only, frees the City Clerk ,r,hours to communicate, clarify and assist staff with routine procedures. up during,regulaSince the minute taker does not occupy space within the office, no additional space or equipment'would be needed:: The City Clerk would continue to be responsible for finalizing minutes for Council review. This is'an expanded service.level request because the City Council approved the position only on a temporary basis. CITY MANAGER'S COMMENT: The City Council appoints personnel in the City Clerk's office. Therefore, this is a City Council decision. However, the City Manager believes that the City Clerk can more efficiently and effectively meet City needs if she-is''able to spend less time preparing detailed minutes. 23 �j t PROSRAM DMSION STATEMENT FUND: GENERAL DEPALTPMW--1': CITY ATfiJRNEY PROGRAM: POLICY ADMINISTRATION DIVISION: CITY ATTORNEY DMSION PURPOSE: The City Attorney (a) represents the City in litigation in all courts and before administrative agencies; (b) provides legal.advice, opinions and services to the City Council, Manager, Clerk, Department Heads, Staff and 'City Commissions; (c) prepares ordinances and legal documents for the City; and (d) has responsi- bility for the administration of the Legal Department. DIVISION GOALS: 4b ensure during FY85 that the city Council, Manager, Departments and Commissions continue to receive sound and prompt legal advice'and services; to provide effective advocacy before all courts and agencies; and to strive to improve,the'efficiency and professional expertise of the Legal Department. DIVISION OBJECTIVES: 1. Tb provide guidance for smoother implementation of the new Zoning Ordinance. 2. To continue to provide, prompt, objective, quality legal services to City Council, Manager, Clerk, staff, Hoards and'Coimdssions. 3. To keep abreast of rapidly developing and changing areas of municipal law such as antitrust and tort liability. 4. To represent the City objectively and effectively in litigation. 5. To revise and update the Department's filing system. 6. To maintain communications with Department and Division Heads in order to render preventive legal advice before problems occur. PERFORMANCE MEASUREMENTS: The work of the City Attorney and Leegal,Department's cork is either reactive (i.e., in response to moves or actions by third parties) or advisory (assisting Council, the City Manager, City Clerk, Department Heads and Hoards and Commissions). The true measure of City Attorney and Legal Department performance is quality legal work performed promptly. 24 I!i � 25 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11130 CITY ATTORNEY EXPENDITURES: ---------- FY85 BUDGET FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET PERSONAL SERVICES 90,173 118,992 96,227 96,227 COMMODITIES 4,964 4,411 3,400 3,400 , SERVICES AND CHARGES 61,055 50,041 53,890 53,370 CAPITAL OUTLAY 0 0 -- ------0 0 --------- --------- TOTAL ------- ------- 156,192 173,444 153,517 152,997 RECEIPTS: ----- FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS I!i � 25 CITY OF IOWA CITY . FY85 OPERATING BUDGET EXPENDITURES 11130 CITY ATTORNEY PERSONAL SERVICES: TRANSFER TO: j POSITIONS BUDGET NONE 0 --------- ------ --------- TOTAL. 0 FY64 FY85 3 SEC. LEGAL 1.00 1.00 19,927 CITY ATTORNEY I 2.00 1.00 25,640 CITY ATTORNEY II 1.00 1.00 35,637 RARY EMPLOYEES ' VITY 275 _I 5,744 ; 3,561 INTRA -CITY CHARGEBACKS: H INSURANCE 4,369 1. DISAB INSURANCE 574'' VEHICLE OPERATIONS 13 -- VEHICLE REPLACEMENT 0 TOTAL 4.00 3.00 96,227 - WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 i CDD MAINTENANCE 0' TOTAL 13 26 0 CAPITAL OUTLAY: NONE TOTAL t 0 { 0 i A L� f 4® CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11140 ECONOMIC DEVELOPMENT EXPENDITURES: I ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE ,REGUEST PROPOSAL BUDGET 1 i SERVICES AND CHARGES 0 40,000 40,000-- 40,000 TOTAL 0 40,000 40,000 40,000 r 2% PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARIMENP: CITY MANAGER PROGRAM: POLICY S ADMINISTRATION DIVISION: CITY MANAGER DIVISION PURPOSE: The City Manager supervises implementation of policy and procedure as directed by the City Council through 1 the coordination and supervision of operations in all City Departments for the purpose of promoting efficiency and effectiveness, and advises the City Council on matters relating to the planning, develop- ment, and current operating status of all City departments. J�.DMSION GOAL: -' To professionally advise, direct and evaluate Department Heads and other management personnel in their s and in conformity with respective functions in a manner consistent with current and future Counity need Community the dictates of existing laws, established policies and procedures, and the City's Comprehensive Plan. �. DIVISION Oa7ECrIVES: ~ 1. Develop and administer City fiscal program through preparation of the Capital Improvements Program and �i the FY86 Operating, Budget for.certification by March 15, 1985. } 2. Timely dissemination of relevant information to City Council, staff, and the general public. 3. Advise and direct department and division administrators to facilitate timely and efficient completion 3 of assigned projects and programs according to the dictates of City Council policy. 4. Quarterly evaluation of all departmental progress and annual evaluation of all Department Heads. j 5. Solicit citizen input into the governmental process through distribution of citizen questionnaires. PERFORMANCE MEASUREMENT: - General measurement of performance is reflected in the performance level of all departments and divisions. The City Council evaluates the City Manager annually based upon timely and efficient city-wide operations consistent with established Council policy. I J 28 i I CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11210 CITY MANAGER EXPENDITURES: - FY85 BUDGET FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET PERSONAL SERVICES .120,522 126,146 123,683 1,683 130,490 1,683 COMMODITIES SERVICES AND CHARGES 1,723 20,567 1,680 32,527 29,281 213,781 ` CAPITAL OUTLAY --------- ------- 0 -- 0 _--50,000 TOTAL --------- 142,756 160,353 154,647 210,954 RECEIPTS: - FYB5 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE -ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS o� 29 A� i 11000 600 6,651 3,623 5,507 3,405 2,063 3.00 -3.00 --130_490 30 TRANSFER TO: NONE TOTAL INTRA -CITY CHARGEBACHS: VEHICLE OPERATIONS TEMPORARY EMPLOYEES Y OF IOWA CITY LONGEVITY WORD PROCESSING FY85TOPERATING BUDGET ADMINISTRATIVE OVERHEAD IPERS EXPENDITURES SUPPLEMENTAL RETIREMENT TOTAL----2_491- 11210 CITY MANAGER i; PERSONAL SERVICES: TOTAL i POSITIONS BUDGET -1 --------- ------ . - FY84 FY85 5 I� ADMIN: , SEC. - CITY MANAGER 1.00 1.00 21,178 ASSISTANT.CITY MANAGER 1.00 1.00 33,529 IJ CITY MANAGER 1.00 1.00 52,934 11000 600 6,651 3,623 5,507 3,405 2,063 3.00 -3.00 --130_490 30 TRANSFER TO: NONE TOTAL INTRA -CITY CHARGEBACHS: VEHICLE OPERATIONS TEMPORARY EMPLOYEES I LONGEVITY WORD PROCESSING FICA ADMINISTRATIVE OVERHEAD IPERS CBD MAINTENANCE SUPPLEMENTAL RETIREMENT TOTAL----2_491- HEALTH INSURANCE LIFE/DISAB;INSURANCE TOTAL i -1 J I •I - 1 I I� Ifs I� IJ 1 I , J 11000 600 6,651 3,623 5,507 3,405 2,063 3.00 -3.00 --130_490 30 TRANSFER TO: NONE TOTAL INTRA -CITY CHARGEBACHS: VEHICLE OPERATIONS 1,527 VEHICLE REPLACEMENT 964 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL----2_491- CAPITAL OUTLAY: RESERVE FOR COMPUTERS 50,000 TOTAL ---50_000 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1121.0 CITY MANAGER :OST: $50,000 APPROVED FOR FUNDING )ESCRIPTION: Yes The interest and need exists in most departments for automation through the use of micro -computers. It is recommended that the amount of $50,000 be approved and funded from Federal Revenue Sharing. Once an acquisition policy is finalized, department requests for micro -computers will be reviewed. It is . anticipated that up to six departments could purchase micro -computers from the $50,000 budget. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The City needs to move towards more automation of activities as both workloads and the need for better management information continues to increase. Automation is now more economical than adding additional staff, particularly with.the current micro -computer revolution. A micro -computer acquisition policy is being prepared and will be submitted to the Council for review in February, 1984. Micros could meet the data processing needs in many departments more quickly and more economically than by trying to use the City's large computer for all potential applications. If all applications were put on the large computer, a minimum of two additional positions would be required for data processing and the computer hardware would require a substantial upgrade; this would be much more costly than the purchase of micros. A reasonable estimate of the cost of a business -sized micro including hardware and software costs is approximately $5,400. For those applications requiring large data bases, a hard disk system would be required at a cost of approximately $7,700. These costs are minor when compared to staffing costs. An entry level employee's starting salary including fringe benefits would cost $14,000 per year. CITY MANAGER'S COMMENT: Documented needs now exist in the departments of Police, Parks & Recreation, Public Works, Planning and Program Development and Fire for this type of equipment. The equipment would be similar to the micro- computer equipment recently approved for purchase in the City Clerk's Office. 31 • PROGRAM DIVISION STATEMENT �. 1 DEPARTMENT: HUMAN RELATIONS FUND: GENERAL PROGRAM: POLICY 6 ADMINISTRATION DIVISION: HUMAN RELATIONS W N DIVISION PURPOSE: The Human Relations Department provides technical and support services to City departments and employees compensation, a, which include: employee recruitment and selection, administration of the classification, Action Program; labor contract administration and' performance evaluation systems, and the Affirmative assistance with negotiations; coordination of employee training and development, employee assistance J services and related personnel activities. The Human Relations Department works in conjunction with the Civil Service Commission. i DIVISION GOALS: J To effectively administer the City's personnel functions, with emphasis on improvements in the ,more timeliness with which all services are provided; to provide for equity in job compensation systems, and the training consistency in the application of personnel policies and procedures; to provide employees with to maintain necessaryto perform more effectively; to maximize the effects of Affirmative Action and compliance with the Civil Service procedures in all personnel actions. 'J GENERAL DMSION 0B,7ECTIVES: 1. To provide suitable applicant pools on a timely basis following notice of position vacancy. by assisting in the review, I 2. Furtherance of the principals of Affirmative Action in City employment of Affirmative Action goals and objectives for every department, and - establishment, and attainment through preparation of quarterly reports on Affirmative Action progress throughout FY85. Goal of 7% i applicant pool minority representation. 3. Respond to all employee inquiries and/or requests for assistance on a timely basis. 4. Maintain Personnel Policies, Human Relations Department Procedures, and Administrative and Confidential t Employee Rights and Benefits manuals on a current basis. 5.. Assist in labor contract negotiation and collect negotiations data by December 1, 1984. `^ 6. Complete preparation of recommendations for oonpens'ation adjustments for non -bargaining employees for Council consideration by 12/84. 7. Continue the use of assessment center techniques in selection, especially for Police and -Fire depart- .. ment promotions. 8. Provide a comprehensive in-house training program for both supervisory and non -supervisory employees (minimus of 30 training hours) including training in managerial, supervisory and human relations improvement/skills training and training in personnel skills, Affirmative Action topics, productivity — procedures. 9. Coordinate and maintain a comprehensive employee safety program which includes twice yearly safety 1 I — training in each line division. — 32 NEW DIVISION OBJECTIVES: 10. Continue to provide staff support to the Police/Fire Wellness Task Force and expand wellness serv- ices/training for other City employees with a goal of 250 employee services. PERFORMANCE MEASUREMENT: 33 I � . FY81 FY82 FY83 FY84 Applications Processed 2,374 1,627 2,781 433 Applicant Pool Minority Representation (B) 8.68 8.18 6.48 6.56 Positions Filled Internally -Permanent 49 31 45 19 4 Positions Filled Externally -Permanent 85 21 19 7 Reclassification Requests 19 7 5 63 Training conducted (hours) .7 70 46 DIVISION ANALYSIS: 'The Human Relations Department strives to provide service and guidance to City departments and divisions,to is heavily assist them in effectively' fulfilling their functions. Human Relations Department workload its by other City departments and upon. the level,of dependent upon the acceptance and usage of services employment activity. 33 I � . 34 CITY OF IOWA CITY FY85 OPERATING BUDGET { RECEIPTS HUMAN RELATIONS ry EXPENDITURES: ---------- DEPT ---------- FY85 BUDGET FINAL ADMIN • FY83 Fygq ESTIMATE REQUEST PROPOSAL BUDGET i i ACTUAL ,v r PERSONAL SERVICES 82, 638 84, 804 2 608 4,308 B9,557 4,453 89, 557 45,917 465 1 { COMMODITIES CHARGES 25, 19, 387 17, 8477 0 SERVICES AND 169 --------- _______ CAPITAL OUTLAY --------- --------- 108,493 --------- 111,857 138,939 --------- I TOTAL ==111_027 - i - FY83 BUDGET ----- RECEIPTS: FY83 FY84 ADMIN PROPOSAL FINAL BUDGET 3 ACTUAL ESTIMATE i SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS NOTE: 34 ,.. ....,a— �.- mow•,. .^.tet;-nsr...-+..+.r+ TRANSFER •T0: NONE 0 TOTAL 0 i INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CDD MAINTENANCE• 0 J TOTAL 2B9 -I . r un CAPITAL OUTLAY: +i NONE 0 TOTAL --------0 CITY OF IOWA CITY FY65 OPERATING BUDGET EXPENDITURES 11220 HUMAN RELATIONS - PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 $ PERSONNEL ASSISTANT 1.00 1.00 19,927 PERSONNEL GENERALIST 1.00 1.00 21,716 HUMAN RELATIONS DIRECTOR 1. 00. 1.00 34,018 TEMPORARY EMPLOYEES 628 LONGEVITY 400 . FICA 5.363 IPERS 3,561 i HEALTH INSURANCE 3,405 LIFE/DISAB INSURANCE- - ----- ----- 539 --------- TOTAL 3. 00 - 3. 00 89,557, ,.. ....,a— �.- mow•,. .^.tet;-nsr...-+..+.r+ TRANSFER •T0: NONE 0 TOTAL 0 i INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CDD MAINTENANCE• 0 J TOTAL 2B9 -I . r un CAPITAL OUTLAY: +i NONE 0 TOTAL --------0 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1122.0 HUMAN RELATIONS I" COST: $2,500 ■ I DESCRIPTION: Employee Assistance Program APPROVED FOR FUNDING: Yes WHY SHOULD ,,THIS EXPANDED SERVICE LEVEL BE FUNDED: Employee Assistance Services would be provided by MECCA as follows: 1. Supervisor and union steward training would be provided in techniques for identifying the troubled employee and involving the employee in the program and in the philosophy and logistics of employee assistance. 2. Employee orientation to the assistance program. 3. Evaluation and referral services will be provided to employees and their dependents. Each employee or.dependent will receive up to two evaluation interviews with the MECCA staff. 4: After' identification of the problem the employee will be referred to the appropriate counselling resource. Employees must assume the cost of counselling themselves. Employee Assistance Programs have been proven to pay for themselves by reducing absences, use of insurance benefits and disciplinary actions and by increasing productivity. CITY_ MANAGER'S: COMMENT: I �! --I J This formalizes a program which the City has provided for several years for employees. Funding for the program now will be budgeted in Human Relations and MECCA will provide all of the initial screening. The significant difference is that training will be provided so that supervisors and union stewards will be able to identify problems and employees will be acquainted with the availability of assistance. 0 36 COST: $5,500 DESCRIPTION: CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1122.0 HUMAN RELATIONS' APPROVED FOR FUNDING: Yes General City Employee Wellness Programs - Funds will -be provided for employees choice of services in the following areas: (1) Computerized health profile (2) Blood lipid profile (test for cholesterol and other factors associated with heart disease) (3) Aerobic Dance Class (4) Other wellness education services - fees for diet groups, stop smoking clinics, etc. $25 per 200,employees + $500 group training expenses. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Allocation of these funds would permit us to provide employees with a considerable amount of information about their health and fitness, factors which now affect their personal health and fitness and how health risk factors may reduced through exercise, diet and changes in lifestyle and habits. Well- ness Programs have proven to provide cost savings in health insurance, sick leave and other associated costs. Funds totaling $20,000 were allocated for Police and Fire Department employees, wellness in FY84 and this request would provide for a similar but scaled down program for other City employees. Wellness services have been provided to general City employees since FY84 by service providers who did not charge for services, but free services are beqinning to disappear. Employees have responded enthusiasti- cally to such services and repeatedly request their continuation and expansion. CITY MANAGER'S COMMENT: These programs offer the potential for reducing City medical costs and increase employee productivity and morale. 37 i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1122.0 HUMAN RELATIONS COST: $8,800 DESCRIPTION: APPROVED FOR FUNDING: Yes Consolidation of Civil Service Testing costs for Police and Fire Departments positions into Human Relations budget. Testing costs per position: $4,000 Police Officer $4,000 Fire Fighter $ 200 each Police Sergeant, Police Capt., Fire Lieutenant,.Fire Capt. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Promotional testing must be done every other year, entry level testing once every 1-2 years. In past years testing costs were to have been paid out of salary funds in the Police and Fire Departments budgets. This testing is required by State Code regardless of the existence of a vacancy so excess salary funds may or may not be available in those budgets to fund testing. Expenditure of funds is authorized by the Human Relations Director. Entry level testing costs result from large number of 'applicants (200- 300+) along with the purchase of progressionally developed and legally defensible tests. Test purchase is also necessary for promotional testing. This request is not for a new testing program as these costs have been expended over the last several years. It will establish a budgeted amount for the test costs and will place that budgeted amount in the Human Relations budget. CITY MANAGER'S COMMENT: Approved for reasons explained above. 38 p� 39 PROGRAM DIVISION STATEMENT — FUND: GENERAL DEPARTMENT: HUMAN RELATIONS — PROGRAM: POLICY 8 ADMINISTRATION DIVISION: CIVIL SERVICE COMMISSION _ DIVISION PURPOSE: The function of the Civil Service Commission is the implementation of the Iowa Civil Service Code for City employees in covered positions. The Commission is empowered to certify applicants as qualified for appointment to Civil Service positions within City employment and to provide appeal rights for covered M employees in all matters related to suspension, demotion or discharge. I, DIVISION GOALS: w 3 J To work in conjunction with the Human Relations Department in certifying 'candidates as eligible to fill1 vacant City positions; to conduct hearings upon appeal of disciplinary actions; and other activities as {{ 3 specified by Iowa Civil Service Code. A GENERAL�DIVISION OBJECTIVES: } 1. To continue evaluation of positions subject to Civil Service and implementation of certification f procedures. 2. To maintain current promotional lists for all Police and Fire Department positions. r 3. To conduct hearings upon notice of appeal and within time limits specified by Iowa Code. 4.. To increase the expertise of Commission members in recommending and participation in selection procedures. 5. To continue the use of assessment center techniques in selection procedures. DIVISION ANALYSIS: The level of promotional and entry level testing for Police and Fire Department positions will substantially affect the Commission's work load: - p� 39 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: CITY MANAGER w PROGRAM: POLICY 6 ADMINISTRATION DIVISION: BROADBAND TELECO14MUNICATIONS IIS DMSION PURPOSE: 4" The Broadband Telecommunications Specialist (BTS) facilitates and oversees the continued operation of the �<1, Broadband Telecommunications Network (BTN) for the City in cooperation with the Broadband Telemmnunica- tions Commission (BTC) so as to maximize the benefits of cable television to the city of Iowa City. R DMSION GOALS: J�.'lbmonitor and Oversee the cable company and the B'IN; to facilitate and coordinate B'1N uses, especially access channel programming services, government channel 29 programming and institutional applications of cable. GENERAL DIVISION OBJECTIVES: J 1. Continued investigation and/or resolution of citizen complaints within 30 days. 2. Monitor BTN'progress and development, including interconnections. 3.. Assure pertinent BTN information is available for public inspection upon reasonable request. 4. Advise, assist, facilitate and promote the funding, operation and usage of access channels. S. Identify, contact, train and/or assure training of potential access channel users; produce, supervise and/or assist in the production of access channel programming, especially for Government Access Channel j 29. -6.- Continue staffing support for the Broadband Telecommunications Commission. NEW DIVISION OBJECTIVES: w�1. Evaluate the viability and usefulness of cable for institutional and interactive purposes and submit report by June 30, 1985. . v :I 40 J PERFORMANCE MEASUREMDUS: Est. FY80 FY81 FY82 FY83 F784 FY85 1. Citizen Complaints (Avg. no. of hrs. per month) 4 20 9 9 10 2. Monitoring System & Staffing BTC A. Monitoring cable system (Hrs/Month) 12 12 10 10 15 B. Staffing cable commission (Hrs/Month) 12 10 12 12 20 3. Information Legislation Resource Function A. Local info. requests/drafting responses (Hrs/Mo) 8 20 32 32 40 B. Nonlocal info. requests & issues (Hrs/Month) 6 8 10 12 16 C. 'speaking engagements (Hrs/Month) 5 2 7 10 3 4. Access Channels Productions & Development A. Consulting on local govt. and public productions 15 20 40 40 50 (Hrs/Month) B. Research & development of all access channels 60 31 60 62 65 applications, policies, designs (Hrs/Month) 5. Access Training, Equip., & Supervision A. Citizens trained in workshops 6 15 10 10 6 per month B. Testing graduates of workshops (No. Hrs/Month) 7 16 12 12 2 C. Equipment trouble -shooting & repair (Hrs/Month) 3 6 10 6 9 6. Access Channel Growth (Hrs. per mo.'on Ch.) A. Library Ch. 20 0 56 280 320 672 (24 hrs. a da, B. Public Acces Ch. 26 0 48 160 200 100 C. Educational Ch. 27 0 8 20 40 200 D. Government Ch. 29 0 12 320 400 672 (24 hrs a day 41 i i CITY OF IOWA CITY 'i FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11230 BROADBAND TELECOMMUNICATIONS r " EXPEN ITURES• NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 1 J. J ^1 I J 1 42 P ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL. C ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET PERSONAL SERVICES 29,659 35,576 39,616 40,616 COMMODITIES 1,253 2,025 2,015 2,015 SERVICES AND CHARGES 4,862 7,332 6,463 8,195 J CAPITAL OUTLAY 1,963 0 6,500 0 TRANSFERS ---13,976 ---15,172 ------- 0 ---21,986 --------- =� TOTAL -- 51,713 -_ 60,105 54_594 -- 72_812- _� RECEIPTS: ----- FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 1 J. J ^1 I J 1 42 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 11230 BROADBAND TELECOMMUNICATIONS - PERSONAL SERVICES: TRANSFER TO: POSITIONS BUDGET EQUIPMENT REPLACEMENT RE 6,500 --------- ------ REPAYMENT OF STARTUP COS 5,463 1/2 AV ASSISTANT IN LIBR 10,023 FY84 FY85 $ --------- TOTAL 21,986 ECIALIST 1.00 1.00 25,598 NT-BROADBA(PT) 1.00 1.00 8,653 INSURANCE ISAB..INSURANCE TOTAL,;. 500 500 200 2,.478 1,734, 739 214 2_00 2_00 ---40_616 43 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 243 )p� VEHICLE REPLACEMENT 0 WORD PROCESSING 0 1 ADMINISTRATIVE OVERHEAD 2,087 CBD MAINTENANCE 0 F TOTAL 2.330 CAPITAL OUTLAY: NONE TOTAL 0 i I Rc CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST � 1123.0 BROADBAND TELECOMMUNICATIONS h . APPROVED FOR FUNDING: Yes COST: $1,070 DESCRIPTION: 1. Work Study Funds ($535) - 2. Overtime Funds ($535) -I WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: 1. Funds to compen4ate interns from the University of Iowa for special assistance in maintaining and upgrading government programming. This is consistent with the Council objectives to upgrade pro- gra ro- granming on Channel 29. It will be necessary to provide compensation for services over and above those which are part of a normal internship. 2. Funds for an average of six hours per month overtime for half time production assistant to assist in producing new programming such as stated above. Presently the production assistant coordinates j all City.productions, etc., including the City Council cablecasts. Limited overtime may be required as programming expands, especially during evening hours. 1 CITY MANAGER'S COMMENT: This programming has received considerable support in the community. The City is provided with a significant avenue of communication with very little expenditure. i �a :4 44 PROGRAM DIVISION SPATEMFS/f FUND: CABLE TV FRANCHISE FEE PROGRAM: POLICY k ADMINISPRATION DIVISION PURPOSE: DEPARIMENP: .CITY MANAGER DIVISION: BROADBAND TELECOMMUNICATIONS COMMISSION The function of the Broadband Telecommunications Commission (BIC) is to serve as an advisory body to the City Council. The WC shall review, evaluate, research, recommend policies, rules, regulations, ordi- nances, and budgets relating to matters involving cable TV and the grantee and provide recommendations and reports to the City Council on the actions of the Commission. The Commission shall resolve disputes between all conflicting parties concerning cable TV. The Commission shall ensure all rules, records, rates pertaining to cable TV are available for public inspection. The Commission shall exercise broad responsi- bility for the development of cable TV policies, especially ensuring maximum etilization of the local access cable TV programming of the public, government and educational access channels. DIVISION GOALS: To monitor and oversee performance of the franchise and the Broadband Telecommunications Network and to facilitate.use of the network,,especially in the area of access channel programming. DIVISION OBJECTIVES: 1. Ongoing review of rates, regulations, rules concerning cable TV and grantee and recamand action to City Council. 2. Providing a forum for resolution of disputes, act as mediator and establish and administer sanctions as necessary to ensure compliance with franchise agreement. 3. Ensuring all rates, rules, regulations, policies involving cable 1V are available for public inspec- tion. 4. Developing ongoing rules, policies and recommendations as necessary to ensure the best cable system and access channel usage for the Iowa City community; confer and advise on matters of interconnection with the Iowa City BIN. 5. Investigate, recommend and/or assist in the development of future cable directions and applications. o� 45 pV r PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: FINANCE w PROGRAM: POLICY & ADMINISTRATION DIVISION: FINANCE ADMINISTRATION I' DIVISION PURPOSE: To provide supervisory and secretarial support for the Finance Department, coordinate the annual budget process and coordinate risk management for all City Departments. DIVISION GOALS: -� To supervise the preparation of accurate and timely financial information which can be utilized effectively by the City Council and City staff in making managerial decisions, to supervise and monitor centralized support services and the Parking Systems. GENERAL DIVISION OBJECTIVES: J1. Assure adequate budgetary control by reviewing and controlling all budget amendments and continuing to monitor all receipts and expenditures. 2. Coordinate risk management program of risk analysis, insurance purchases and claims analysis. 3. Annually update ,,five.year financial projections.. 4. Monitor Finance Divisions' performance on respective Division Objectives. PERFORMANCE MEASUREMENT: 1. Timely reports to City Manager on budget amendment requests and any problem areas in receipts or expenditures. 2. Coordination with Safety Committee, annual analysis of insurance portfolio, quarterly claim reports with analysis of losses. 3. Preparation of financial projections report for use by City Council in its annual goal setting session. 4. Performance of Finance Divisions on the respective objectives. DIVISION ANALYSIS: Completion of these objectives will allow the Finance Department to effectively attain its goals and provide support to the City Council and City staff. 46 i CITY OF IOWA CITY FY85 OPERATING BUDGET REC11310 FINANCEEADMINISTRATIONRY EXPENDITURES: ---------- FY85 BUDGET ---------- FY83 FY84 ACTUAL ESTIMATE DEPT REQUEST ADMIN •'FINAL PROPOSAL BUDGET _ PERSONAL SERVICES 93,311 100,452 990 104,188 1,019 104,188 11019 L COMMODITIES 1,338 8,988 7,121 7.863 7,243 SERVICES AND CHARGES CAPITAL OUTLAY 3, 759 0 602,860 0 0 0 752,036 i=.l TRANSFERS 711,209 -- 1313----1360 1313818,605 --------- --------- --- 864_48= ' TOTAL 131371E 423 0 ___ 1313113_0 I RECEIPTS: 1313--- FY85 BUDGET ----- FY83 FY84 ESTIMATE ADMIN. PROPOSAL FINAL BUDGET ; ACTUAL � p � NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS I 'j 1 �) Q] i i V I 1 t CITY OF IOWA CITY FJ FY85 OPERATING BUDGET EXPENDITURES 11310 FINAIVCE ADMINISTRATION w ,r PERSONAL SERVICES: POSITIONS BUDGET FYB4 FY85 4 ADMIN. SEC.- FINANCE 1.00 1.00 20,691 SR. ACCOUNTANT 1.00 1.00 21,356 FINANCE DIRECTOR 1.00 1.00 46,906 TRANSFER TO JCCOG SUBSIDY TEMPORARY EMPLOYEES 400 350,098 OVERTIME 100 _JJ - I LONGEVITY 400 159,991 FICA 5,726 IPERS 3,610 HEALTH INSURANCE 4,369 LIFE/DISAB INSURANCE---- 630 - . TOTAL ----- ----- - 3.00 3.00 104,188 f9 � I� �c m J 48 TRANSFER TO JCCOG SUBSIDY 73,162 TRANSIT OPERATING SUBSID 350,098 AIRPORT SUBSIDY 72,590 REFUSE SUBSIDY 96,195 TRANSIT LEVY 159,991 TOTAL --752_036 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 458 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 458 CAPITAL OUTLAY: NONE 0 TOTAL 0 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: FINANCE PROGRAM: POLICY & ADMINISTRATION FINANCE: ACCOUNTING R REPORTING DIVISION PURPOSE:' The purpose of the Accounting and Reporting Division is accurate and comprehensive accountability and reporting of the financial activities for all City operations and divisions. DIVISION GOAL: To process and provide comprehensive financial information to all City operations in an efficient and effective manner: GENERAL DIVISION -OBJECTIVES: 1. Est abli'sh`'andmaintain accountability for the increasing number of federal and state assisted projects and provide quarterly reporting of grant/project funds to appropriate departments. i 2. Reduce the number of accounts payable, payroll and special checking account checks voided to under one i - percent annually. 3. Maintain and provide fixed asset documentation and comparative information to all departments quar- terly. PERFORMANCE MEASUREMENTS: I(j GRANTS/PROJECTS FY79 FY80 FY81 FY82 FY83 1. Federal Grants 8 12 18 17 21 State Grants 9 13 11 B 7 Other Grants/Projects 1 3 2 3 3 T 28 28 . 3T 2. Check Type: ACCOUNTS PAYABLE PAYROLL HOUSING AUTHORITY OTHERS N Checks: Issued Voided % Issued Voided % Issued Voided % Issued Voided % FY80 7,801 195 2.5 15,462 93 .6 1,614 47 2.9 20 2 10.0 FY81 9,731 181 1.8 14,929 176 1.2 1,928 67 3.5 41 1 2.4 FY82 7,869 185 2.4 15,689 28 .2 2,132 67 3.1 95 8 8.4 FY83 8,053 164 2.0 15,783 29 .2 2,270 44 1.9 329 1 .3 1st Qtr FY84 2,370 14 .6 4,467 15 .4 536 10 1.9 97 5 5.2 f p 49 o� m 3. Fixed Assets Dom FY80 FY81 FY82 EXPENDITURES: 1® PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS RECEIPTS: A�1 TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11320 ACCOUNTING & REPORTING NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 51 ---------- FY85 BUDGET---------- FYB3 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 159,930 205,831 215,963 236,706 3,604 7,540 9,020 9,070 176,583 60,041 69,797 69,067 4,186 425 0 51,200 0 43,600 O 0 --------- 344,303 --------- 317,437 --------- 294,780 --------- --------- 366,043 ----- FY85 BUDGET ----= FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 51 52 TRANSFER TO: NONE 0 TOTAL - -0 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS CITY OF IOWA CITY 0 FY85 OPERATING BUDGET ADMINISTRATIVE OVERHEAD 0 EXPENDITURES 0 TOTAL 11320 ACCOUNTING & REPORTING PERSONAL SERVICES: COMPUTER UPGRADE 48,450 COMPUTER TERMINAL POSITIONS BUDGET FY84 FY85 E ACCOUNT CLERK - ACCOUNTING 1.00 1.00 16,430 SR. ACCOUNT CLERK - ACCOUNTI 1.00 1.00 18,967 ADMINISTRATIVE ACCOUNT CLERK 1.00 1.00 19,249 ADMIN. ACCOUNT CLERK - PAYRO 1.00 1.00 19,249 ACCOUNTANT 1.00 1.00 23,129 DATA PROCESSING ASSISTANT 1.00 17,000 'INFORMATION SPECIALIST 1.00 1.00 20,911 SRE ACCOUNTANT 1.00 1.00 20,392 CONTROLLER-: 1.00 1.00 29,457 .SR. ACCOUNTANT, (PT) 1.00 1. 00 30, 195 OVERTIME 500 LONGEVITY 1,775 FICA 13,730 IPERS 10,626 HEALTH,ANSURANCE ''' 13,834 LIFE/DISAD INSURANCE ----- 1,362 TOTAL 9.00 ----- 10.00 --------- 236,706 52 TRANSFER TO: NONE 0 TOTAL - -0 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CDD MAINTENANCE 0 TOTAL 0 CAPITAL OUTLAY: COMPUTER UPGRADE 48,450 COMPUTER TERMINAL 2,750 TOTAL 51,200 _-i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1132.0 ACCOUNTING COST: $23,593 APPROVED FOR FUNDING: Yes DESCRIPTION: (Priority N1) Add one permanent full time data processing assistant. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: One person is currently responsible for assisting 33 possible users on a maximum of 24 terminals, maintaining t� 476 data files as well as 2,650 instruction files. All new development has halted. It is currently not possible to keep up with the supply purchases and inventory,,hardware maintenance and purchases; software maintenance system. documentation and user assistance for our current programs. It does not make any sense to create more systems when we cannot maintain what we have. Housing Inspection is partially developed;at this time; but will not be completed unless additional staffing is made available. Our number one,priority (in addition to routine program maintenance) is clearing up the 'EDP' (Electronic Data Processing)audit findings from FY82. With current staff that will take approximately two years. Meanwhile, valuable disk _ space on the computer sits idle for lack of staff to develop uses. To add another position in the data processing area will require the purchase of 2 terminal work stations and another data, processing terminal at a cost of $2,750. The two work stations will provide for a better utilization of space so that room can be made for one more employee. CITY MANAGER'S COMMENT: This is a high priority for maintaining the current level of service and providing capability for meeting t*°` other needs, particularly Housing Inspection. i I J COST: $12,145 ' CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1132.0 ACCOUNTING APPROVED FOR FUNDING: ND DESCRIPTION: (Priority #2) Increase current half-time Sr. Accountant to a full-time position. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: At this time both the Accounting and Data Processing areas are' in need of staff. We currently have a _half time position in the Accounting area which, if upgraded to a full time position, would enable us to 'give attention to those areas of inconsistency in procedural application and timeliness of reporting. All of the additional money saving procedures that have been implemented in the last three years required trade off's in the form of either timeliness or lack of output. We need to evaluate these areas of neglect'and get back on the track of comprehensive accounting and reporting, in a timely manner. A request to Council for the additional staffing of two Senior Accountant positions resulted in Council's approval of one full-time and one half-time position. Approval of this expanded service level request would provide for the two additional positions as originally requested. CITY MANAGER'S COMMENT:' For FY85 this is notas high a priority as the addition of the full-time data processing assistant. 54 1 r ........ .... ..._ _ I PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: FINANCE PROGRAM: POLICY & ADMINISTRATION DIVISION: CENTRAL PROCUREMENT & SERVICES DIVISION PURPOSE: The function of the Central Procurement and Services Division is to provide all departments of the City with centralized support services including procurement, central supply, telephone, printing, mail, and photo I0. DIVISION GOAL: To provide its varied support services in such a manner that the operating efficiencies of the City as a whole and each division as a unit are enhanced. GENERAL DIVISION OBJECTIVES: 1. Provide an annual report that reflects cost effectiveness of the Central Procurement & Services _ Division. 2; ::,Obtain. Certified Public Purchasing Officer (CPPD) status for Purchasing Agent by June 1985..,,-. 3. ,Respond to all inquiries and/or requests for assistance on a timely basis'. PERFORMANCE MEASUREMENTS: First Half Central Procurement & Central Services FY81 FY82 FY83 FY84 - Orders processed 505 603 841 Funds committed 2,338,906* 971,840 1,353,553 Print Shop (Impressions) 1,466,938 1,608,777 2,119,050 Copier (Impressions) 434,058 428,188 505,619 Mail (Pieces) ---- 127,649+ 218,699 *Transit Equipment ($1,164,500) and City Computer Acquisition (;217,600) +Eight Months of Volume Records DIVISION ANALYSIS: Staff time will be spent on continuing to' be more available to departments for assistance and establishing increased City wide usage contracts. 55 :J P 5 n 1 i IYf t' . w EXPENDITURES: t((t sca PERSONAL SERVICES COMMODITSERVIICEIAN SD CHARGES -� CAPITAL OUTLAY TRANSFERS TOTAL r. RECEIPTS: 1 �I FYB5TOPERATIING BUDGET 11330ICENTRAL PROCUREMENTS& SERVICES FY83 ACTUAL FY84 ESTIMATE DEPT - REQUEST FY85 BUDGET ----------- ADMIN FINAL PROPOSAL BUDGET 111,797 11026 118,512 1,423 124,413 124,413 52,532 159 65, 849 1+ 350 65, 750 1, 250 65,385 0 855 0 945 945 . --------- --- 0_ 0 --165_514 --186,640 192,459 191,993 FY83 ACTUAL FYB4 ESTIMATE ----- FY85 BUDGET ----- PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 56 f a f 7H IN /DJSA 1: CITY OF IDWA CITY FYBS EXPENDITURESDGET 11330 CENTRAL PROCUREMENT & SERVICES TRANSFER TO: PERSONAL SERVICES: 0 POSITIONS BUDGET NONE -------- --------- ------ TOTAL 0 ^' FY84 FY85 $ vvvvvvvvv i• _ I i. 00 1.00 1.00 1.00 17, 002 17.002 NO MACHINEPIST OPERATOR NO MACHINE OPERATOR 1. OO L.00 20,288 y G AGENT IST -SWITCHBOARD (PT) 1. 00 2.00 .1.00 2.00 30,023 Ij ,) EMPLOYEES 300 100 INTRA-CITY'CHARGEBACKS:R{ 1.216VEHICLE 7,276 OPERATIONS 0 0 E 358 VEHICLE REPLACEMENT 0 ) SURANCE 6 377 6, WORD PROCESSING ADMINISTRATIVE OVERHEAD U i { B INSURANCE _____ _____ ______6B7 CBD MAINTENANCE i TOTAL 6.00 6.00 -124_413 _-- �_ ! �.i ----' ----- - TOTAL ------ CAPITAL OUTLAY: CALCULATOR PRINT SHOP FOLDING MACH 145 800 id �+ TOTAL _945 it i 1 t t i 57 ■ � If PROGRAM DIVISION STATEMENT f f FUND: GENERAL DEPARTMENT: FINANCE ! PROGRAM: POLICY & ADMINISTRATION DIVISION: TREASURY s DIVISION PURPOSE: -.I Update- and maintain computer files on customer accounts, including billing and collection activities. Receipt and bank all city monies including investment of all idle funds and provide statistical and -� financial information on these activities. 'j DIVISION GOAL: To meet all billing and collection schedules using information which reflects the customer's status, to invest 100% of idle funds, and to generate statistical and financial reports necessary for analysis of treasury activities. J GENERAL DIVISION OBJECTIVES: 1. Review all current refuse charges on utility accounts and update files as necessary by March 1985. 2. Forecast major receipts and monitor the daily banking activity to maximize investment opportunities and Einvestigate'alternative types of investments. 3. Schedule the billing and collection procedures for utility fees and parking fines so that all accounts are current and to decrease uncollectible 4. Implement procedures so that all amounts. receipts are coded consistently in the monthly financial report (by December 1, 1984). PERFORMANCE MEASUREMENTS: Actual Actual Actual Proposed Proposed 6' FY81 FY82 FY83 FY84 FY85 ` Cash Register Transactions 31,445 33,305 50,895 52,167 53,471 f Utility Billings 77,400 76,106 81,026 83,052 85,128 I Account Changes 3,124 3,809 5,775 3,500 8,017 5,600 7,500 5,500 7,250 Hearing Letters 1,300 Shutoff Notices 250 625 1,276 11200 1,100 % Collected 99.9% 99.9% 99.9% 98.0% 98.0% Parking Fines Issued 120,500 150,658 126,237 114,750 114,500 M of Tickets Paid NA 97,255 93,100 78,300 74,506 Ff pilli gs Mailed 15,600 64% 26 800 54,276 6d.8% 73% 50,250 65% 50,200 65% S olBectea I 58 ■ Actual Actual FY81 FY82 Actual Proposed Proposed — FY83 FY84 FY85 Investments at Year End Average Yield $12,075,873 $17,765,594 $18,653,874 $19,586,567 — Interest Income NA 13.635% $1,860,056 10.1233% $1,614,952 10.5% $1,675,100 10.5% $1,754,867 — Investment Transactions NA 827 538 500 500 DIVISION ANALYSIS: I Benefits to the City from customer service, generation the treasury staff of higher revenues meeting the above from objectives will be competent, effective financial reports. interest income and more timely and accurate monthly I a L r� 59 i it i'1 EXPENDITURES: q ESTIMATE --------- REQUEST i �t it i'1 EXPENDITURES: q ESTIMATE --------- REQUEST FY85 BUDGET ---------- FINAL �t ' IIi PERSONAL SERVICES COMMODITIES 236,869 1,745 244,312 244,312 Y �r SERVICES AND CHARGES PP 'I CAPITAL OUTLAY 565 445 =_224_584 H� ;t TOTAL f I'7 RECEIPTS: ti '8 FY8TY OF IOWA BUDG 5OPERATINGET RECEIPTS AND EXPENDITURES SUMMARY 11340 TREASURY FY83 ACTUAL ESTIMATE --------- REQUEST FY85 BUDGET ---------- FINAL •' IIi 207,726 1,369 236,869 1,745 244,312 244,312 13,067 12,539 1,710 13,785 1,650 13,760 'I 670 _________ 565 445 FY8TY OF IOWA BUDG 5OPERATINGET RECEIPTS AND EXPENDITURES SUMMARY 11340 TREASURY FY83 ACTUAL ESTIMATE --------- REQUEST FY85 BUDGET ---------- FINAL PROPOSAL BUDGET 207,726 1,369 236,869 1,745 244,312 244,312 13,067 12,539 1,710 13,785 1,650 13,760 ----2,422 670 _________ 565 445 =_224_584 _-251,823 ___ 260,372 --260,16- --------- FY83FY84 ACTUAL ESTIMATE ADMIN. DUFINAL PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 60 a �j FY85 OPERATING BUDGET EXPENDITURES 11340 TREASURY .,. 61 I TRANSFER TO: NONE TOTAL INTRA—CITY CHARGEBA VEHICLE OPERATIONS VEHICLE REPLACEMENT WORD PROCESSING ADMINISTRATIVE OVERHEAD CBD MAINTENANCE TOTAL CAPITAL OUTLAY: CALCULATOR 2 CHAIRS TOTAL PERSONAL SERVICES: 0 i ,.� POSITIONS BUDGET -- W FY84 FY85 b CASHIER - TREASURY CLERK/TYPIST - TREASURY 1.00 3.00 1.00 3.00 14,866 49,187 ACCOUNT CLERK - TREASURY 3.00 1.00 3.00 1.00 50,936 IB, 064 SR. CLERK/TYPIST - TREASURY SR: ACCT: CLERK-TREAS. UTILITI 1.00 1. 00 18,(372 SR. ACCT. CLERK-TREAS. BANKI 1. 00 1. 00 1.00 1.00 18,867 29, TREASURER 445 210 TEMPORARY EMPLOYEES 11000 OVERTIME 2,275 LONGEVITY 14,149 FICA 11,0B6 IPERS HEALTH INSURANCE 14,092 1,442 LIFE/DISAB INSURANCE _____ _____ _________ TOTAL 11.00 11.00 244,312 .,. 61 I TRANSFER TO: NONE TOTAL INTRA—CITY CHARGEBA VEHICLE OPERATIONS VEHICLE REPLACEMENT WORD PROCESSING ADMINISTRATIVE OVERHEAD CBD MAINTENANCE TOTAL CAPITAL OUTLAY: CALCULATOR 2 CHAIRS TOTAL i► 0 i -- W • � I ^ss '• { J CKS: 0 1< i 1 3 L. 00 0 0 k� r 300 445 !^ �i i _i 62 CITY OF IOWA CITY FY85 OPERATING BUDGET i i-4 EXPANDED SERVICE LEVEL REQUEST 1134.0 TREASURY w w 4 COST: $11,050 APPROVED FOR FUNDING: NO DESCRIPTION: -, Part time Senior Accountant. J WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: j J Professional accounting support is needed in the Treasury Division. Currently the Treasurer is the only time professional accounting position in that division and the demands of customer service on that person's time for the accounting from the utility billings and parking ticket collections do not allow sufficient analysis work that is 'required. That division controls the City's cash, investments, and the or'financial large dollar accounts receivables. Therefore, proper accounting support is imperative. The City's Auditors have acknowledged that adding have noted the lack of professional accounting support in this division and „1 that support should help to alleviate audit exceptions in the future. This need cannot be met through the partial assignment of Accounting Division's professional accounting staff to the Treasury Division because both divisions experience peak workloads at the same time. Since a cashier position was added last summer which alleviated the overall excess workload problem, a full- time additional position is not necessary in this division at the present .time. Therefore, a part-time pro- generate additional I"� fessional accounting position should be sufficient. If the revised utility procedures full-time may be justified in the future. It is recom- work in the delinquent collection area, a position mended that a half-time position be added at this time at a cost of $11,050 CITY MANAGER'S COMMENT: b For FY85 this is not a high a priority as the addition of the full-time data processing assistant. i _i 62 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: FINANCE PROGRAM: POLICY & ADMINISTRATION DIVISION: WORD PROCESSING DIVISION PURPOSE: The function of the Word Processing Center is to provide centralized dictation and typing services to City departments. DIVISION GOALS: To produce typewritten documents for City departments in an efficient, accurate and timely manner through the combination of the efforts of trained word processing specialists and the use of text editing typewriters and related word processing equipment. GENERAL DIVISION OBJECTIVES: 1. Maintain an average monthly turnaround time for centrally dictated work of four or less hours,-based on a 25%.sampling: July '84 and ongoing. 2.; ,Have no more. than 3% of total production returned for correction of typographic errors only (excluding draft documents). July '84 and ongoing. 3... Maintain past production levels or exceed them depending on workload. July 184 and ongoing. PERFORMANCE MEASUREMENTS: Year-to-Date Projected FY80 FY81 FY82 FY83 FY84 FY85 Average Turnaround 3.3 3.2 3.1 3.4 3.5 3.5 (Hours) % of Total Production Returned for Typo N/A 2.1 2.3 2.7 2.5 2.5 Correction Only Average Monthly 1193 1987 2221 2718 2757 2750 Production (Pages) DIVISION ANALYSIS: FY85 should see the beginning of a return to normal operations after FY84's conversion to new word processing equipment, and the inevitable longer turnaround times due to the training period on new equipment should shorten. 63 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11360 WORD PROCESSING ---------- J ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET . 79, 924 rip 89,695 89,695 2,495 EXPENDITURES: 3,160 E 11.363 ---20,9702 PERSONAL SERVICES 99,837 COMMODITIES ---22,2105 115,070 I SERVICES AND CHARGES J CAPITAL OUTLAY ----- FY85 N. BUDGET ----- ACTUAL TOTAL PROPOSAL BUDGET RECEIPTS: J CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 11360 WORD PROCESSING NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS i 64 I .1 ---------- FY85 BUDGET ---------- ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET . 79, 924 85,934 89,695 89,695 2,495 4,045 3,160 3,660 11.363 ---20,9702 99,837 110,951 ---22,2105 115,070 ---22,3105 115, 670 ----- FY85 N. BUDGET ----- ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS i 64 I .1 jL 65 TRANSFER TO: NONE U TOTAL 0 INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS CITY OF IOWA CITY 0 FY85 OPERATING BUDGET CBD MAINTENANCE EXPENDITURES TOTAL 11360 WORD PROCESSING PERSONAL SERVICES: POSITIONS BUDGET . • FY84 FY85 $ WORD PROCESSING OPERATOR 3.00 3. 00 1.00 1.00 52, 025 23, WORD PROCESSING SUPERVISOR 200 OVERTIME B00 LONGEVITY. 5,334 FICA 4,210 IPERS 2,934 INSURANCE HEALTH 46 LIFE/DISAB INSURANCE _ _ _____ --------- TOTAL _4.00 4.00 —_ 89,695 jL 65 TRANSFER TO: NONE U TOTAL 0 INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 0 0 VEHICLE REPLACEMENT 0 WORD PROCESSING ADMINISTRATIVE OVERHEAD U CBD MAINTENANCE TOTAL 0 CAPITAL OUTLAY: NONE -------- O TOTAL 0 J NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS i J • 66 I — CITY OF IOWA CITY FY85 OPERATING BUDGET ij RECEIP11400 RISKEMANAGEMES ENTSUMMARY u �Y EXPENDITURES: ------ -- FY85 BUDGET -- -- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET Ing COMMODITIES 0 0 O t SERVICES AND CHARGES 222, 5630 194,686 217,565 217,565 CAPITAL OUTLAY __ _____ _________ 0 ._` TOTAL 222, 563 194, 686 _________ 217, 565 217, 565 JRECEIPTS: -- FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL 1 J ACTUAL ESTIMATE PROPOSAL BUDGET J NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS i J • 66 PROGRAM DIVISION STATEMENT FUND: GENERAL PROGRAM: POLICY & ADMINISTRATION DIVISION PURPOSE: DEPARTMENT: PARKS & RECREATION DIVISION: GOVERNMENT BUILDINGS The function of the Government Buildings Division is to provide cleaning, general maintenance, and light repair services for the Civic Center (with the exception of the Fire Department) and the Davis Building, DIVISION GOAL: To provide a satisfactory and economical level of maintenance for assigned buildings. GENERAL DIVISION OBJECTIVES: 1. Continue dse of a building cleaning survey to, be completed monthly. Areas will be graded Poor, Fair, Good, or Excellent. Specific jobs measured will include floor maintenance, room cleaning, toilet care, wastebasket emptying, glass cleaning, and outside litter. 2. Continue recording legitimate complaints as basis for future comparison. PERFORMANCE MEASUREMENTS: 1. Building Survey. The overall objective for the year is to have all areas rated Good or Excellent 90 percent of the time. Any time any area is rated Poor or Fair, it must improve to Good or Excellent the next month. FY83 surveys show Excellent 31%, Good 63%, Fair 5.5%, and Poor .5%. 2. Complaints. The number of legitimate complaints will be recorded each quarter. We will attempt to reduce legitimate complaints five percent per quarter for FY84 or 20 percent for complete year. Complaints are now averaging four per month. DIVISION ANALYSIS: Through instruction at workshops and new janitorial procedures and supplies, a higher level of building cleanliness and maintenance has resulted. 67 i CITY OF IOWA CITY ;J Y85 *� RECEIPTS AND EXPENDITURESESUMMARY 11500 GOVERNMENT BUILDINGS xi EXPENDITURES: ---------- FY85 BUDGET---------- FY133 FY84 ACTUAL ESTIMATE DEPT REQUEST ADMIN FINAL PROPOSAL BUDGET pi I M PERSONAL SERVICES 33, 526 36,357 7,625 37,331 8,625 37,331 9,325 COMMODITIES SERVICES AND CHARGES 8, 846 70, 156 98,515 B5,554 85,554 5, 1800 CAPITAL OUTLAY 3, 296 2,000 0 8,280 — TRANSFERS 11608 --------- --------- ----- --- --------- =- 117,432 144,497 139,790 137,390 TOTAL, J RECEIPTS: _____ FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS �c rt -j 68 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 11500 GOVERNMENT BUILDINGS PERSONAL SERVICES: POSITIONS BUDGET --------- ------ FY84 FY85 8 M. W. I -RECREATION h GVMT BLDG 2.00 .2!00 29,939 TEMPORARY EMPLOYEES 1,600 OVERTIME 400 LONGEVITY 2,200 FICA _ 245 JPERS 1, 985 HEALTH INSURANCE LIFE/DISABINSURANCE 217 -- ----- --------- TOTAL 2.00 2.00 37,331 69 TRANSFER TO: NONE TOTAL 1 INTRA -CITY CHARGEBACKS: S VEHICLE OPERATIONS 4 C ; VEHICLE REPLACEMENT 0 i WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD O CBD MAINTENANCE O i 1 TOTAL 4 r' CAPITAL OUTLAY: DOOR ON 2ND FL OF CIVIC CARPET IN CIVIC CTR TOTAL i I O _ i w � 1 INTRA -CITY CHARGEBACKS: S VEHICLE OPERATIONS 4 C ; VEHICLE REPLACEMENT 0 i WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD O CBD MAINTENANCE O i 1 TOTAL 4 r' CAPITAL OUTLAY: DOOR ON 2ND FL OF CIVIC CARPET IN CIVIC CTR TOTAL Fry FUND: GENERAL Ia PROGRAM: POLICY & ADMINISTRATION DIVISION PURPOSE: _.. .._..---- � I PROGRAM DIVISION STATEMENT DEPARTMENT: CITY MANAGER DIVISION: CIVIL RIGHTS ` To process and investigate complaints of discrimination; to provide staff support for the Iowa City Human Rights Commission; to monitor the City's Contract Compliance Program and Women and Minority Business JEnterprise Program. DIVISION GOAL: J To respond and resolve citizen's complaints in a timely manner. To continue to assist the Human Rights Commission in its community education outreach program. GENERAL DIVISION OBJECTIVES: 1. Investigate all formal complaints and submit case summaries to the Legal Department within 120 days. . 2. Resolve informal complaints independently or in conjunction with the Commissioners within 30 days. 3. Attend all Commission meetings and provide staff support for the Commission. 4. Monitor the City's contract compliance program. 61 5. Network and communicate with other local Commissions as well as the State Commission in an effort to increase the effectiveness of the local Commission. 6. Write and distribute four newsletters. r,. 7. Monitor the City's Women and Minority Business Enterprise Program. P h 8. Coordinate at least one Commissioners' training session. 9. Continue to participate within the Association of Iowa Human Rights Agencies. 10. Complete the investigation and disposition of all housing complaints within 90 days as required by our L. Memo of Understanding with HUD. th i I 11. Reach greater numbers of residents through our speakers bureau for the purpose of apprising ese residents of their rights and responsibilities. NEW DIVISION OBJECTIVES: 1. Have the Investigative Reports reviewed by Legal and returned to staff within 4 weeks after being received except housing complaints which need to be returned within 2 weeks after their receipt. 70 I PERFORMANCE MEASUREMENTS: YTD Proj. FY80 FY81 FY82 FY83 FY84 FY85 1. Routine responses to citizen inquiries 10.3 13.41 13.6 18.67 15.0 per month 2. Formal complaints I cases opened 19 19 14 11 9 14 _ cases closed 11 15 17 16 10 16 average time to closure (months) 6.5 9 10.88 15.93 9.1 6 A 3. Informal complaints received 18 18 3 25 — resolved 18 18 3 25 _ average time to resolution (working days) 3 3 1 3 4. Percent of total City purchasing from MBE's ** 0.725% ** 3% 5. Contract Compliance - Affirmative Action N/A 6 4 10 �� t Programs Reviewed **Data not available. i i DIVISION ANALYSIS: During FY83 the W/MBE program was in effect for'six months and .0725% of the City's total expenditures were made with W/MBE's. As opposed to looking at total expenditures, computations were also made in only the areas where there are known W/MBE's: printing, construction, etc. when looked at in that manner, 10.94% -of — the City's expenditures were made with W/MBE's. i { 71 i CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS 1CIVILITURES SUMMARY NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 72 I ti il I� EXPENDITURES: w FY84 ,4 ADMIN FINAL ACTUAL PERSONAL SERVICES REQUEST COMMODITIES 23,047 SERVICES AND CHARGES !� CAPITAL OUTLAY -� TOTAL 576 426 I 2,633 RECEIPTS: r_I ------ 69 NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 72 I ti il ---------- FY85 BUDGET---------- FYB3 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 23,047 24,413 25, 448 25, 448 189 723 576 426 3,003 2,633 3, 759 3,332 ------ 69 ---� 0 26_308 27_769 29_783 ------- - -29_206. -- FY85 BUDGET ----- FY83 FY84 ADMIN. FINAL ACTUAL ESTIMATE PROPOSAL BUDGET NOTE: SEE ADMINISTRATIVE RECEIPT SUMMARY FOR DETAILED RECEIPTS 72 I ti il 73 NONE --------0 CITY OF IOWA CITY FY85 OPERATING BUDGET TOTAL EXPENDITURES r. 11600 CIVIL RIGHTS PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 $ CIVIL RIGHTS SPECIALIST 1.00 1.00 21 486 FICA IPERS_ 1,20B HEALTH INSURANCE 1.456 154 LIFELDISAB INSURANCE ----- ----------- TOTAL 1.00 1.00 25,448 INTRA—CITY CHARGEBACHS: 73 NONE --------0 TOTAL r. INTRA—CITY CHARGEBACHS: ='* F� VEHICLE OPERATIONS 178 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 j CBD MAINTENANCE 0 esi TOTAL 178 ... CAPITAL OUTLAY: NONE TOTAL RM: GENERAL PROGRAM: POLICY & ADMINISTRATION COMMISSION PURPOSE: PROGRAM DIVISION STATEMENT DEPAR1YENT: CITY MANAGER DIVISION: HUMAN RIGHTS COMMISSION To enforce the City's Human Rights ordinance in an effective and responsible manner. COMMISSION GOAL: To become more extensively utilized as a resource by residents seeking an investigation into their allega- tions of discrimination, and by those segments of the community who need to be informed on how to abide by the City's non-discrimination ordinance. GENERAL COMMISSION OWECPIVES: 1. Have new public service announcements aired every month on the local radio and cable TV stations. J 2. Revise and distribute Commission brochures throughout the City by the end of the first quarter. 3. Continue to solicit speaking engagement requests as an ongoing activity. 4. Attend one civil rights workshop, which may include attending an in-house training program. S. Conclude work on discrimination complaints within eight weeks from the receipt of the investigative J report. 6. Review the City's non-discrimination ordinance and recommend revisions, if necessary. - 7. Review the City's affirmative action program quarterly reports and respond appropriately. NEW COMMISSION OWBCrIVES: 1. Complete the housing audit and write a report reflecting the findings made from the audit. . Iof 2. Establish rapport and a good working relationship with the Iowa City school district Equity Comnittee. I'4 it i 74 J I J FUND: INTERGOVERNMENTAL PROGRAM DIVISION STATEMENT DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT PROGRAM: NOME & COMMUNITY ENVIRONMENT DIVISION: ADMINISTRATION DIVISION PURPOSE: To provide administrative direction and support to the various divisions of this department and to coordinate the efforts of this department in providing staff support to other departments and agencies responsible for direct public services. DIVISION GOAL: To provide an effective and efficient level of management in the support and completion of the departmental divisions' objectives and to ensure a high level of staff support to other departments and agencies in the provision of public services. GENERAL DIVISION OBJECTIVES: 1. To provide an appropriate allocation of staff resources within each division to meet their divisional objectives. 2. To ensure the timely completion of the divisions' objectives and individuals' work assignments. PERFORMANCE MEASUREMENTS: 1. Weekly meetings with division heads will be held to identify staffing problems. The assignment or coordination of staff activities will be made on a weekly basis as problems are identified. 2. Long-term projects will be monitored quarterly and short-term projects will be monitored as frequently as is necessary to ensure that projects and work assignments are completed on schedule. 3. Overall performance shall be measured by the performance of individual divisions. DIVISION ANALYSIS: None. 75 J CITY OF IOWA CITY y FY85 OPERATING BUDGET _ RECEIPTS AND EXPENDITURES SUMMARY 12110 P.P.D. ADMINISTRATION EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY '., TOTAL RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES MISCELLANEOUS i 76 ---------- FY85 BUDGET---------- FY83 FYB4 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 53,683 70,778 74,361 74,361 1,238 1,280 L 435 1,435 4,412 51808 6, 383 5188B 286 0 500 0 -------- --------- --------- 59, 619 --------- 77,866 --------- 82,679 81,684 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 59,613 77,816 81,684 0 0 50 ---------- ---------- 59,619 ---------- 77,866 81,684 76 CITY OF IOWA CITY FYBS EXPENDITURES 12110 P. P. D. ADMINISTRATION ERSONAL SERVICES: POSITIONS BUDGET FY84 FYB5 4 1 00 5 1.55 10, 95 .5 8 60 .60 22,1302 (PT) :85 .85 6,825 400 75 4,361 3,429 3,750 307 ----- 3.00 3 00 74,361 77 TRANSFER TO: NONE _ _ 0 TOTAL -_--_---0 INTRA -CITY CHARGEBACFIS: VEHICLE OPERATIONS 66 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 66 CAPITAL OUTLAY: NONE_------ 0 TOTAL0 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: URBAN PLANNING DIVISION PURPOSE: The purpose of the Urban Planning Division is to interpret, apply and amend the Comprehensive Plan and other related plans, policies, and ordinances; to continue the comprehensive planning process and ` micro -analysis of specific areas; to provide technical assistance to the City Council, City Manager, boards and commissions, and other departments; to respond to public inquiries regarding various government programs, and zoning ordinance and subdivision development; to plan and administer the downtown development revitalization program, including completion of urban renewal projects; to design and implement economic development programs; and to assist in land acquisition and disposition activities. e DIVISION GOAL: Administer and implement the Comprehensive Plan and related plans and policies, facilitate downtown redevelopment, achieve the timely completion of urban renewal projects, and increase the city's tax and employment base through community economic development. c� GENERAL DIVISION OBJECTIVES: 1. Review, analyze and prepare recommendations on all applications submitted making a determination whether development proposals complement or conflict with the Comprehensive Plan and other plans and _ policies. 2. Prepare appropriate amendments to the Comprehensive Plan and implementation of ordinances to reflect _ any changes in the City Council's development policies. 3. Develop plans and policies at a micro level. - 4. Respond• to citizen questions concerning Zoning Ordinance and subdivision development, downtown revitalization, Riverfront activities and other City programs. `✓ - 5. Complete disposition of urban renewal parcels and assistance in program closeout. 6. Assist in land acquisition/disposition activities. 7. Planning and administration of downtown development revitalization program. --- 9. Monitor development activities including: (a) advise developers of the impact development may have upon the Comprehensive Plan, and (b) maintaining a current data base with which to amend the Comprehensive Plan to reflect changes in trends and conditions. NEW DIVISION OBJECTIVES: 1. Assist in implementation of an economic development program and assist groups which seek to encourage the economic development of Iowa City. 2. Development of new subdivision regulations and revision of the Large Scale Residential Development and Large Scale Non -Residential Development regulations by June 30, 1985. 3. Preparation of informational brochures to assist in expediting the application review process. 78 i sr {a PERFORMANCE MEASUREMENTS: 1st Half Proj. FY79 FY80 FYBI FY82 FY83 FY84 FY85 A. Subdivisions: (1) Preliminary plats 11 11 10 12 8 4 (2) Final plats 13 10 8 14 9 6 B. Large Scale Residential Developments: (1) Preliminary plans 3 3 4 4 4 1 (2) Final plans 3 6 4 5 6 1 C. Large Scale Non -Residential Developments: (1) Preliminary plans 9 1 2 5 3 1 (2) Final plans 9 2 2 6 3 2 0. Planned Area Developments: (1) Preliminary plans- 5 - 3 3 4 1 (2) Final plans - 3 1 4 5 3 E. Street Vacations 8 1 3 5 2 F. Annexation 1 - 1 2 2 G. Amendments to Code: (1) Zoning 2 9 9 4 5 1 (2) Subdivision - 1 - - 1 2 (3) Comprehensive Plan 1 H. Rezonings 6 1 5 9 35 9 I. Special Reports 2 2 2 10 - 3 J. Variances 4 5 11 29 46 12 K. Special Use Permit 1 2 _ _ l L. Special exceptions - 1 - 2 1 M. Interpretations 1 2 2 1 2 1 N. Land Acquisition 8 Disposition: (1) Downtown revitali- zation parcels - - 5 1 1 (2) Other parcels - - - 5 6 0. Building Permits - - _ _ 8 47 *The level of activity for the present and future to continue the fiscal years cannot be projected; however, it is assumed near present level for FY85. DIVISION ANALYSIS: Effort this fiscal year will be to maintain the level of service currently provided. Immediate planning activities such as applications processed for the Planning and Zoning Commission and the Board of Adjust- ment, priority referrals from the Council and Administration, and response to public inquiries must necessarily be given priority. load'. Future planning projects will be continued as part of the regular work 79 EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TOTAL RECEIPTS: CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 12120 URBAN PLANNING & DEVELOPMENT PROPERTY TAX CHARGES FOR SERVICES BUILDING & DEVELOPMENT.F SPECIAL ASSESSMENTS MISCELLANEOUS i it { i M ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 124,707 134,206 151,690 151,696 1,3B4 1,755 2,109 2,059 125,264 14,953 20,777 16,872 110 O 575 575 --------- --------- --------- 251, 4_65 --------- 150,914 --------- 175,151 171,196 II C_ _ CSC CQOOIIIIID'JQ "�IIQ IIC it { i M FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 225,449 140,903 161,646 1,156 395 550 19,695 9,566 91000 51000 0 0 165 50 0 ---------- 251,465 ---------- 150,914 ---------- 171,196 it { i M i CITY OF IOWA CITY ' tI FY85 OPERATING BUDGET EXPENDITURES 12120 URBAN PLANNING & DEVELOPMENT w h PERSONAL SERVICES: TRANSFER TO: —, TEMPORARY EMPLOYEES 1,200 50 POSITIONS BUDGET NONE 1 LONGEVITY r`e INTRA—CITY CHARGEBACKS: TOTAL {i VEHICLE OPERATIONS FY84 FY85 $ i j TECHNICAL ASSISTANT PPD .50 .50 3.00 3.25 10,145 81,856 J ASSOCIATE PLANNER SENIOR PLANNER 1.00 1.00 30,023 5.50 5.75 151,691 ASSOCIATE PLANNER (PT) 1.00 1.00. 5,708 TRANSFER TO: —, TEMPORARY EMPLOYEES 1,200 50 1 LONGEVITY 9,064 INTRA—CITY CHARGEBACKS: FICA IPERS ,'.:> 6,104 6,317 VEHICLE OPERATIONS 629 HEALTH INSURANCE LIFE/DISAB INSURANCE 824 VEHIC LE REPLACEMENT 0 0 ----- -------------- WORD PROCESSING- TOTAL 5.50 5.75 151,691 ADMINISTRATIVE OVERHEAD 0 —� ----- — --- --------= CBD MAINTENANCE. io ... .. _ TOTAL 629_ 81 CAPITAL OUTLAY: 1 OPEN BOOKCASE 445 2 CHAIRS --------- TOTAL 575 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1212.0 URBAN PLANNING ;COST: $7,506 APPROVED FOR FUNDING: No .� DESCRIPTION: 1. Add 1 quarter time Associate Planner, Step 3. 2. Add commodities and services + charges costs, as they pertain to this position. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: This ESL is necessary to provide staffing and support for the Historic Preservation Commission The c Commission was established by. the City Council as a result of the Historic Preservation Ord mance .` w adopted in December 1982. r i CITY MANAGER S COMNENT. With the reallocation of staff time in the department, staffing needs for Historic Preservation Commission will be met. The equivalency of one quarter -time person will be reallocated from the Block Grant Program to the General Fund. The staff budget for the Block Grant Program will be decreased $7,506 and the current j Planning budget will be increased a like amount. �1 ..I J t 82 ;,, PROGRAM DIVISION STATEMENT RW. GENERAL DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT tli PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: RIVERFRNT COMMISSION { 1 DMSION PURPOSE: u TO advise the City Council on all matters directly or indirectly affecting the Iowa River and land adjacent to it. f DIVISION GOAL: To protect and preserve the Iowa River as a natural drainageway and source of .water, through the proper maintenance of the river channel and floodplain, and to provide for public access to and enjoyment of the river and adjacent land. DIVISION OBJECTIVES: J 1. Preserve and increase open spaces and green areas along both banks of the river to provide a continuous vegetative buffer along the river floodplain. Pursue river corridor land acquisition and trail construction as recommended in the Iowa River Corridor Buffer and. Trail system. -Use of easements,dedications, and donations as alternative means of providing conservation areas and/or access to the Iowa River. �. -Implement the provisions of the River Corridor Overlay Zone in order to conserve the natural resources of the river corridor and to ensure orderly development of residential and recreational uses of land adjacent to the Iowa River. 2. Encourage public and private cooperation in the maintenance of the Iowa River and adjacent land. jam$ 3. Further public awareness of the assets of the Iowa River and its environs. n PERFORMANCE MEASUREMENTS: 1.' Amount of land acquired by various means. 2. Extent of green space preserved and/or trail constructed. 3. Degree of public/private maintenance of the river corridor achieved. 4. Contacts made with the public through the media and informational meetings. DMSION ANALYSIS: The greatest obstacle to the completion of the objectives of the Commission is scarcity of funds for land acquisition and trail construction. The Commission, however, continually stresses cooperation between public and private entities in order to accomplish the goals identified. 83 ■ FUND: GENERAL PROGRAM: HOME 8 COMMUNITY ENVIRONMENT PROGRAM DIVISION STATEMENT DEPARTMENT: PLANNING 8 PROGRAM DEVELOPMENT DIVISION: DESIGN REVIEW COMMITTEE DIVISION PURPOSE: The Design Review Committee will review and make recommendations to the City Manager regarding public and private construction in and adjacent to the Central Business District of Iowa City. This includes the review of (1) redevelopment which occurs on Urban Renewal parcels; (2) private projects requesting Indus- trial Revenue Bonds; and (3) public improvements to be constructed. DIVISION GOALS: To encourage and to promote the acceptability, attractiveness, cohesiveness, and the general design compatibility of new construction and rehabilitation of both public and private development within and adjacent to the Central Business District of Iowa City, and to enhance the overall quality of design within the downtown area by working coopratively with developers throughout project planning. DIVISION OBJECTIVES: 1. To review the preliminary design plans for all Urban Renewal redevelopment parcels. 2. To review the plans for all publt t ic improvements to be constructed within and adjacent the COD. 3. To review. the plans for all private projects utilizing Industrial Revenue Bonds for commercial and retail projects in the Urban Revitalization Area. 4. To review the plans for private development in the Central Business District. 5. To review plans for construction in City Plaza. 7. To review preliminary signage plans for developments located within and adjacent to the CBD. PERFORMANCE MEASUREMENTS: 1. 2. 3. 4. Review of all Urban Renewal redevelopment plans within the time limits establish in the. schedule so that City Council action may occur within 40 days. Review of all projects requesting Industrial Revenue Bonds prior to the execution of the Memorandum of Agreement and the public hearing for the issuance of the bonds. Review of all public improvements within the time limits specified in the pre -established project schedule. Review of all City Plaza construction within the time limits of the ordinance. 84 �4 III 't I Cf I I I , ON I I FUND: GENERAL PROGRAM: HOME AND COMMUNITY DEVELOPMENT PROGRAM DIVISION STATEMENT DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT DIVISION: PLANNING & ZONING COMMISSION DIVISION PURPOSE: Advise the City Council on all matters pertaining to the physical development of the community and conduct a review of the Comprehensive Plan every three to five years. DIVISION GOALS: Recommend to the City Council appropriate action on matters pertaining to the Comprehensive Plan, implemen- tation of ordinances, and other related plans and programs. DIVISION OBJECTIVES: 1. Review and recommend to the City Council the acceptability of applications submitted for rezoning, subdivision or site development plan approval. 2. Maintain and keep current a comprehensive plan and ordinances implementing the plan. 3. Make: recommendations regarding the implementation of the new zoning ordinance as adopted by City Council. 4. Coordinate and cooperate where applicable with other City commissions and boards. 5. Prepare new subdivision regulations. PERFORMANCE MEASUREMENTS: 1. Review within 45 days of their filing date, applications submitted for rezoning, subdivision and site development plan approval or as otherwise prescribed by state and local ordinance. DIVISION ANALYSIS: The Iowa City Planning and Zoning Commission has the authority conferred by Chapter 414 of the Code of Iowa and Chapter 27 of the Iowa City Code of Ordinances. The Commission's ability to carry out these goals and objectives is directly dependent upon the staff's ability to provide technical assistance to the Commission in the performance of their activities. 85 i ' ' PROGRAM DIVISION STATEMENT I FUND: GENERAL REVENUE DEPARTMENT:. PLANNING & PROGRAM DEVELOPMENT PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: HISTORIC PRESERVATION COMMISSION DIVISION PURPOSE: To implement the Historic Preservation section of the Iowa City Zoning ordinance. DIVISION GOAL: To . ascertain residents' needs regarding• the establishment of historic preservation districts and to carry out the duties stated in the Historic Preservation ordinance. DIVISION OBJECTIVES: 1. Work with residents to create historic districts. 2. implement an historic preservation education program. 3. Implement an annual Historic Preservation Awards Program. 4. implement review process for issuance of Certificates of Appropriateness, and interface with Housing and Inspection Services. DIVISION ANALYSIS:, The Commission meets monthly to review studies, meet with residents, and administer the provi sions of the Historic Preservation Ordinance. Ra I _,.... ......... __._ PROGRAM DIVISION STATEMENT DEPARTMENT: PUBLIC WORKS FUND: GENERAL PROGRAM: 'HOME & COMMUNITY ENVIRONMENT DIVISION: ENGINEERING DIVISION PURPOSE: ` The Engineering Division directs and performs engineering work in connection with the planning, design, — construction and inspection of all ov des assistance al to other works City departmentsson engineer ews ng related matterlans submitted s; subdividers and contractors; p makes technical recommendations to other divisions within the Public Works Department; maintains Public ! Works construction records; and performs contract administration for various consultant services. DIVISION GOALS: To provide technical assistance, design capability, inspection services, and maintain accurate records of Engineering consultation to the City administration. Public Works construction, and to provide J GENERAL DIVISION OBJECTIVES: ry and Final plats and Construction Plans for subdivisions in a timely manner. 1. Review of'Prelimina 2. Inspection of public improvements, sanitary sewer and storm sewer and paving for subdivisions. 3. Support other Divisions and Departments on Engineering related matters. 4. Field sidewalk complaints and follow-up to ensure repairs are made or new sidewalks are installed where required. ~.� NEW DIVISION OBJECTIVES: ( ions by City Council regarding the Capital Improvement The new division objectives will be based on decis " Program. PERFORMANCE MEASUREMENT: 1. Completion of Capital Improvement Projects listed in Division Objectives. 2.* Review of an estimated fifteen (15) subdivision submittals. 3.!/Approximately 2000 hours per year spent providing engineering consultation to other divisions and departments. � J 87 J 5 DIVISION ANALYSIS: - Design and construction will be executed in such a manner that costs will be minimized while maintaining _ high quality. While cost is always an important criterion to consider during design, it is especially important when the interest rate on borrowed money is high and Federal funds are on the decrease.' _ * The average amount of time required to review each subdivision plat and construction plan and inspect the I construction improvements is 90 hours. **Engineering consultation is provided to the Pollution Control Division, Streets/Sanitation. Division, Planning and Program Development Department and Legal Department recurrently, and to all other Depart ments and Divisions occasionally. I II '+ 1 it 3 s _I N1 I i i FY84 ' P ADMIN ii ESTIMATE u PROPOSAL 234, 952 EXPENDITURES: 307,981 306,981 4, 425 5,750 5,760 4,810 17,869 PERSONAL SERVICES 23,059 COMMODITIES 3,594 SERVICES AND CHARGES 1,440 CAPITAL OUTLAY TRANSFERS ^� TOTAL -------- 260,840 ------- 342,016 _____ 338,240 RECEIPTS: aeveave== eooaaaaea CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 12200 ENGINEERING PROPERTY TAX CHARGES FOR SERVICES _ SALE OF PARTS MISCELLANEOUS I J -1 FY85 BUDGET FY83 FY84 DEPT ADMIN ACTUAL ESTIMATE REQUEST PROPOSAL 234, 952 313,243 307,981 306,981 4, 425 5,750 5,760 4,810 17,869 21,023 23,059 20,479 3,594 2,000 1,440 1,440 U _ - 0 -------- 260,840 ------- 342,016 _____ 338,240 333,710 aeveave== eooaaaaea veae=vena cocavvvoa FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 260,580 70 341,10016 3311 000 141 0 50 1190 200 0 _______ 260,840 342,016 333,710 go FINAL BUDGET CIVw SR. SR.I CON! SR. CIV ASS' CIT' TEMI OVEI LON FIC T PPl HEALTH INSURANCE 11,671 LIFE/DISAB INSURANCE 1,806 ----- ----- --------- TOTAL 11.00 10.00 306, 981 m ��......—r.r.....nrw••rvm+Y �vl'�n—•.T: T1!�'^_M'�.a4 i FI I i TRANSFER TO: NONE 0 TOTAL 0 I I M INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 91085 1` 1 VEHICLE REPLACEMENT 1,729 ; WORD PROCESSING 0 �{ 3 ADMINISTRATIVE OVERHEAD O CBD MAINTENANCE 0 j g I TOTAL 10,814 CAPITAL OUTLAY: 4 DRAWER LEGAL.FILE 240 NON -CONTRACTED IMPROVEM 11200 i TOTAL 1, 440 �% i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 12200 ENGINEERING PERSONAL SERVICES: POSITIONS BUDGET FY94 FY85, $ 2.00 1.00 19,546 ;: TECH. - OFFI 1.00 1.00 23,637 H. -ENGINEERIN 1.00 1.00 22,811 ' JSPECTOR II 1.00 -1.00 21,263 IN INSPECTOR 1.00 1.00 24,400 TECH.,,.- SURV 1.00 1.00 24,400 2. 00 2. 00 50,414 JEER 1.00 1.00 30,023 1.00 1.00 35,777 IYEES 4,000 4,700 1,925 18,346 12,262 HEALTH INSURANCE 11,671 LIFE/DISAB INSURANCE 1,806 ----- ----- --------- TOTAL 11.00 10.00 306, 981 m ��......—r.r.....nrw••rvm+Y �vl'�n—•.T: T1!�'^_M'�.a4 i FI I i TRANSFER TO: NONE 0 TOTAL 0 I I M INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 91085 1` 1 VEHICLE REPLACEMENT 1,729 ; WORD PROCESSING 0 �{ 3 ADMINISTRATIVE OVERHEAD O CBD MAINTENANCE 0 j g I TOTAL 10,814 CAPITAL OUTLAY: 4 DRAWER LEGAL.FILE 240 NON -CONTRACTED IMPROVEM 11200 i TOTAL 1, 440 �% i PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: PUBLIC 14ORKS PROGRAM: HOME 8 COMMUNITY ENVIRONMENT DIVISION: ADMINISTRATION DIVISION PURPOSE: The Public Works Administration Division provides administrative direction and leadership to the depart- ment, and coordinates the various programs and activities of the department with one another and with other City departments, as well as providing technical assistance to the City Council, City Manager and other governmental -entities. - DIVISION GOAL: To provide an effective level of administration of all departmental programs and activities so as to improve the quality of life in Iowa City by maximizing 'departmental accomplishments and impact upon the physical, economic and social development of the community. GENERAL DIVISION OBJECTIVES: 1. To ensure effective supervisory and administrative performance by all division heads. 2. To complete approved projects in a timely -manner. 3. To respond to new program requests, assignments, and requests for information in a timely, professional manner. NEW DIVISION OBJECTIVES: 1. To begin the construction of viable and cost effective alternatives to the waste water facility plan. 2. To complete the renovation of the Iowa Avenue bridge spanning the Iowa River. 3. To begin the renovation of the Burlington Street bridge spanning the Iowa River. PERFORMANCE MEASUREMENTS: 1. Performance of administrative function is measured to a significant degree in the performance of the divisions within the department. 2. Adoption of policies and programs consistent with the recommendations of the Comprehensive Plan, and the City Council's Goals and Objectives. 3. Completion of all assigned projects and schedules prescribed by the City Manager. DIVISION ANALYSIS: None. J 91 EXPENDITURES: PERSONAL SERVICES COMMODITIES 'SERVICES AND CHARGES TRANSFERS TOTAL CITY OF IOWA CITY - FY85 OPERATING BUDGET 12300PPUBLIC EXPENDITURES INISTRATION ---------- FY85 BUDGET ------=--- _ FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET _ 51,203 56,786 56, 656 56,656 214 335 330 330 2,099 2,988 3, 9900 3, 4900 i 0 0 --------- 53,516 60,109 60,976 60,476 ti 93 NONE TRANSFER TO: TOTAL INTRA—CITY CHARGEBACKS VEHICLE OPERATIONS 315 VEHICLEREPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE . 0 NONE TOTAL — _---315 CAPITAL OUTLAY: 0 TOTAL 0 I . J TY OIOWA BUDG ERT FY85OPAING ET EXPENDITURES 6 12300 PUBLIC WORKS ADMINISTRATION si PERSONAL SERVICES: POSITIONS BUDGET If FY84 FY85 4 ADMIN. SEC. — HIS/PW .50 .50 91091 PUBLIC WORKS DIRECTOR 1.00 1.00 40,061 LONGEVITY 3,374 — ) FI 1,730 HEALTH INSURANCE 1,703 J LIFE/DISAB INSURANCE 322 ----- ----- TOTAL ----- 1.50 1.50 56,656 93 NONE TRANSFER TO: TOTAL INTRA—CITY CHARGEBACKS VEHICLE OPERATIONS 315 VEHICLEREPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE . 0 NONE TOTAL — _---315 CAPITAL OUTLAY: 0 TOTAL 0 PROGRAM DIVISION STATEMENT FUND: GENERAL f DEPARTMENT: PARKS 8 RECREATION k PROGRAI4: HOME 8 COMMUNITY ENVIRONMENT DIVISION: CBD MAINTENANCE 't DIVISION PURPOSE: ip To provide cleaning, maintenance, and horticultural services to assigned downtown areas, including the City ,I Plaza, Washington Street, Clinton Street and the areas adjacent to Old Capitol Center and Chauncey Swan i areas. I I DIVISION GOAL: To provide a satisfactory and economical level of maintenance for assigned areas in all types of weather. '�. GENERAL DIVISION. OBJECTIVES: 1. Continue a visual inspection of facilities on a biweekly basis for the high -use' season, April 15 I through October_ 30,checking sweeping, percent of water in soil in planters, fountain operation, condition oV plant materials, etc. The overall goal is to have all areas rated Good or Excellent 90% of the time for the complete year. Any time that an area is rated Poor or Fair it must improve to.Good or Excellent on the next survey. 2.. For the Plaza, survey each adjacent business semi-annually for effectiveness rating and ideas for improvement. The goal is to have 95% of the businesses satisfied with our performance. PERFORMANCE MEASUREMENT: 1• FACILITIES INSPECTIONS Est. Proj. Rating FY81 FY82 FY83 FY84 FY85 :i Excellent 2.5% 4% 5%' 6% 8% Good 90.0% 85% 86% 86% 84% i Fair 6.0% 10% 8% 8% 8% s ! Poor 1.5% 1% 1% 0% 0% 2. Results of FY83 survey shows 95% of businesses satisfied with our service. 94 J ~ , DIVISI ON ANALYSIS: The Plaza area has r is a problem after Fi ~ , EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: PROPERTY TAX LICENSES S PERMITS MISCELLANEOUS CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 12400 C.B.D. MAINTENANCE ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL- ESTIMATE REQUEST PROPOSAL BUDGET 30,925 37,547 38,568 34,552 i 1,656 4,500 4,000 31600 9,996 15,671 3,725 16,474 j 3,945 2,000 10000 11000 ! 0 0 12,749 0 ! ! --------- 46,522 --------- 59,718 --------- 60,042 ------------------ 55,826 + (j i FY83 FY84 ADMIN. -i ACTUAL ESTIMATE PROPOSAL 42,923 56,568 52,298 2,870 1,950 2,620 729 1,200 90B - ---------- 46, 522 ---------- 59, 718 ---------- 55,826 1. iI a_I i , ! 96 Y OF WA FY85TOPERATOING BUDGET EXPENDITURES 12400 C. B. D. MAINTENANCE IY •i PERSONAL SERVICES: ------ONS BUDGET TRANSFER T0; --------- POSITIONS BUDGET NONE 0 c IC TOTAL 0 FY04 FYB5 $ M W III - CHD 1.00 1.00 19,544 91800 200 2,0770 1,135 1,140 INTRA -CITY CHARGEBACKS:. VEHICLE OPERATIONS 0 1.00 1.00 34,552 VEHICLE REPLACEMENT' 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 12,749 TOTAL 12,749 97 CAPITAL OUTLAY: TREES, SHRUBS ----1, 000 TOTAL 11000 J' TEMPORARY EMPLOYEES OVERTIME LONGEVITY FICA HEALTH INSURANCE LIFE/DISAB INSURANCE TOTAL J I J d f j ,I I 91800 200 2,0770 1,135 1,140 INTRA -CITY CHARGEBACKS:. VEHICLE OPERATIONS 0 1.00 1.00 34,552 VEHICLE REPLACEMENT' 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 12,749 TOTAL 12,749 97 CAPITAL OUTLAY: TREES, SHRUBS ----1, 000 TOTAL 11000 PROGRAM DIVISION STATEMENT � FUND: GENERAL DEPARTMENT: CITY MANAGER I PROGRAM: HOME 8 COMMUNITY ENVIRONMENT DIVISION: ENERGY CONSERVATION DIVISION PURPOSE: _ 14 To monitor ongoing energy use in City operations, analyze energy use in terms of past use, make recommenda- tions on energy conservation measures, promote staff awareness and provide policy direction. DIVISION GOALS: Reduce energy use in City buildings and operations. c'1 E'1 DIVISION OBJECTIVES: 1. Continue follow-up walk through energy audit process on municipal structures. 2. Continue the distribution of monthly use ("Efficiency Index") reports to all user divisions. 3. Conduct initial energy audit on one unaudited structure. —a; -.provide staffing for the Resources Conservation Commission. ) 5. Work with the Equipment Superintendent to monitor City operation motor fuel use. 6. Continue detailed studies identifying capital -intensive energy conservation measures (E.C.M.$) and ' determine ranking system. NEW DIVISION OBJECTIVES: 1. Provide technical expertise to Library maintenance personnel for fine-tuning Energy Management System (Honeywell W7010G). Ongoing process. 2. Assist in set-up; programming, fine-tuning and monitoring of New Transit Facility, Energy Management - System (Honeywell) and perform similar functions for Senior Center and their Energy Management System. Ongoing process. DIVISION ANALYSIS: 1. Collective analysis of the City's 21 major structures indicates that energy efficiency has improved by 28% from FY80 and 81 to FY82 and 83. On a FY83 unit cost basis ($.000011/BTU), .this converts to a savings of $253,000, which represents a significant increment of return toward the investment dollar in the City's ehergy program. 2. Follow-up energy auditing is critical to ensure the previous recommendations are being carried out, i that there is not erosion of the energy conservation gains, and to identify nevi conservation opportuni- ties. 3. Monitoring and constant feedback are an integral part of the successful energy conservation effort. j 98 I 99 I PERFORMANCE MEASUREMENTS: Ia STRUCTURE AUDITING/MONITORING Actual Actual Actual Projected Projected FY85 FY80 FY81 FY82 FY83 FY84 Building audits: Follow-up 9 10 1 12 .i Initial 30 0 Energy use reports 0 0 23(x12) =276 23(x12) =276 CITY GOVERNMENT OPERATIONS: Electricity KWH 9,662,340 10,397,464 11,580,000 12,179,000 11,380,000 11,487,000 cost $455,800 $588,170 $635,420 $712,480 $755,000 �I j cents/KWH 4.38 5.08 5.22 6.26(+20X) 6.57(5%) Natural gas -therms 267,365 244,318 $82,500 312,900 $112,500 254,000 $106,550 298,000 $125,000 315,000' $139,000 cost cents/therm 33.77 35.95 41.95 42.00 44.10 Financial portion may not agree with Finance as refunds/rebates have not been subtracted here. MOTOR FUELS USE: Total BTU (Trillions) 59.714 59.918 47.218 51.203 50.202 51.807 Regular gasoline gal. 59,273 54,586 51,511 56,869 50,000 50,000 I L -F gasoline gal. 87,051 73,913 72,743 79,952 63,500 55,000 Diesel -gallons 216,601 223,450 233,687 251,498 270,000 285,000 r Compressed natural gas- 0 722.0 5,922 833 2,000 2,000 gallons equivalent I Total Gallons or equivalent 362,925 351,819 363,641 389,152 398,500 410,000 Fleet M.P.G. 4.635 4.786 4.88 I Note: All vehicle fuel figures provided by Equipment Maintenance Division. J I 99 I EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES TOTAL RECEIPTS: PROPERTY TAX MISCELLANEOUS CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 12500 ENERGY CONSERVATION FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 7,617 13,932 12,613 0 50 0 7,617 13,9B2 12,613 100 a1 ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET I 6,769 11,933 11,216 11,216 - 101 410 410 335 I 747 1,639 1,340 1,062 ---- 7,617 13,982 12,966 --------- 12,613 % ll I 'SSfl 1 I 99 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 7,617 13,932 12,613 0 50 0 7,617 13,9B2 12,613 100 a1 M I � I I I �I 1 101 TRANSFER TO: NONE 0 TOTAL 0 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 32 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE O TOTAL 32 CAPITAL OUTLAY: NONE 0 TOTAL --------0 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES -12500 ENERGY CONSERVATION tni PERSONAL SERVICES: POSITIONS BUDGET w--------- ------ FY84 FY85 $ 71 COORDINATOR (PT) 1.00 1.00 9.2652 FICAGY IPERS 533 HEALTH INSURANCE 728 LIFE/DISAB INSURANCE 35 TOTAL ----- ----- --------- 1.00 1.00 11,216 101 TRANSFER TO: NONE 0 TOTAL 0 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 32 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE O TOTAL 32 CAPITAL OUTLAY: NONE 0 TOTAL --------0 PROGRAM DIVISION STATEMENT '— FUND: GENERAL DEPARIMENT: CITY MANAGER PRIGR41: [TOME 6 C'OKMITY ENVIRONMENT DIVISION: RESOURCES CONSERVATION COM4ISSION DIVISION PURPOSE: The function of the Resources Conservation Commission (R.C.C.) is to serve as an advisory body to the City Council. The Commission shall research, review, and recommend policies, rules, regulations, ordinances, budgets and programs relating. to matters of energy and resource conservation and provide recommendations and reports to the City Council on the activities of the Commission. The Commission shall exercise broad responsibility and shall pay special attention to long-range planning and programming. DIVISION GOALS: 1. Formulate a comprehensive energy plan which will help stabilize the local economy and promote increased' employment opportunities. 2. Continue making recommendations on resource issues to the City Council as needs arise or requests are made. 3. Promote community energy awareness. DIVISION OBJECTIVES:' 1., Conduct energy fair. 2. Research and determine local patterns of energy use, including: type, use per sector (residential, manufacturing, etc.), dollars spent, etc. 3. Assist the Energy Coordinator in developing criteria for evaluating energy conservation measures. DIVISION ANALYSIS: Implementation of the above is subject to available staffing and support. 102 i 1 PROGRAM DIVISION STATEMENT FUND: GENERAL PROGRAM: COMMUNITY PROTECTION DF.PARITIENP: POLICE DIVISION: ADMINISTRATION DMSION PURPOSE: The Police Administration unit provides management services for all divisions within the Police Department and is responsible for the discipline, maintenance of good order and training of all members of the department. In addition, the Unit is ultimately responsible for the suppression of crime and delinquency, the apprehension of offenders and the enforcement of the laws and ordinances of the State and City. DIVISION GOAL: To provide a level of management and training that assures the best allocation of available resources that will enable the line divisions and operating units to perform their law enforcement and public service functions to the maximum of their abilities. GENERAL DMSION OBJECTIVES: 1. By 3/85: Provide a minimus of 32 hours of basic in-service training to all officers including Code revisions; search, seizure and arrest; public relations; CPR and first aid recertification. 2. Respond to all citizen -generated or employee requests on a timely basis. 3. Review departmental policies and procedures to determine their contributions toward achieving depart- mental goals. NEW DIVISION OBJECTIVE: Institute,•in cooperation with neighborhood groups, crime prevention programs in several identifiable high crime neighborhoods in Iowa City. By 12/85. PERFORMANCE MEASUREMENTS: 1. Monthly meetings will be held with heads of the several divisions to identify operational problems and to assess progress toward goal achievement. 2. Training projects will be monitored monthly to ensure completion on schedule. 2. Total performance shall be measured by assessing the performance and achievements of the several divisions, and include crime prevention achievements based upon program institution and the Compiling of a relevant data base of past, present and future activities. DIVISION ANALYSIS: The effectiveness of the Administrative Division will be directly dependent upon the achievement of the goals and objectives of the line divisions. 103 EXPENDITURES: .� PERSONAL SERVICES I COMMODITIES CAPITAL OUTLAYHARGES TOTAL RECEIPTS: PROPERTY TAX MISCELLANEOUSLES CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES 104 -- FY85 BUDGET ---------- FY83 FY84 ESTIMATE DEPT REGUEST ADMIN FINAL PROPOSAL BUDGET ACTUAL 11,200 11015 417 98,008 103, 822 106,024 106,024 850 634 7,42428 650 9, 680 910 2200 21, 945 ---11, -------- - --------- --------- --------- _-128_819 --106_594 --114_158 --118_154 ------___ 104 FY85 FY93 ACTUAL FY84 ESTIMATE ADMIN. PROPOSAL 94,379 113,008 1,0500 126,402 2,000 11,200 11015 417 106,594 114,158 129,819 ____------ 104 J CITY OF IOWA CITY OGET FY85 EXPENDITURE'SOPERATING ADMINISTRATION 13110 POLICE u IS PERSONAL SERVICES: i'1 BUDGET POSITIONS BUDGET �d �. YBS FY84 Ff � ADMIN: SEC. -'POLICE 1.00 1. 00 19' 927 00 00 33, 433 1. 11..00 00 44, 868 DEPUTY POLICE CHIEF 1. 1,150 POLICE CHIEF., LONGEVITY 1,401 1, 146 j FICA IPERS694 HEALTH INSURANCE 31405 --------- LIFE/DISAB INSURANCE ----- 3 00 3.00 106,024 TOTAL ====_ ===== ======== 105 TRANSFER TO 0 NONE ------ TOTAL INTRA -CITY CHARGEBACKB: 0 VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL CAPITAL OUTLAY: 0 NONE --------- TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1311.0 POLICE ADMINISTRATION COST: $14,725 APPROVED FOR FUNDING: Yes DESCRIPTION: M Expanded training and education program. This program includes both in-service and outside training: y 1. One person to Delinquency Control Institute; St. Paul, Minnesota ($3,775). 2. Recruit training anticipated for two new hires based upon probable resignations ($2,800). (� a 3. Unspecified specialty training at the Iowa Law Enforcement Academy ($2,000). 4. In-house training, basic law, enforcement techniques, public relations, etc. (cost for instructors and materials $6,150). WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The need for specialized training are apparent in the structure of the Department. We have no one specialized iJ __.._in delinquency control or sensitized to the unique needs of and public responsibilities to kids in trouble. Recruit training is a requirement of law in Iowa. While funds to train 2 recruits are requested in the :.. FY85 budget, promotions and various quits anticipated in the Department may more than double the amount requested. The promotions and thus the subsequent vacancies created in the patrol ranks were not even r - remote possibilities prior to or during the initial cycle of budget preparation. Retirements for physical and normal reasons plus one dismissal have upped the ante probably far and beyond the sum requested. — The $6,150 for in-house, in-service training is needed for instructors, materials, films and teaching aids to annually reinforce and refine the basic law enforcement skills of all officers and to enhance their sen- sitivity toward the personal relations with the issues and people they address in this occupation. - Training and education do not cost anything. The lack of training and education does. The quality of City services is contingent upon three elements; people, tools and technical machines, and leadership. People are developed and improved through education and training. Thus, full funding of this request is — imperative. r - CITY MANAGER'S COMMENT: The above comments 'fully justify request. PROGRAM DIVISION STATEMENT i FUND: GENERALDEPARTMENT: POLICE PROGRAM: COMMUNITY PROTECTION DIVISION: PATROL r DMSION PURPOSE: The Patrol Division provides general police services in Iowa City. These tasks include accident investiga- tion; speed and traffic control; preliminary and some follow-up criminal investigation; general crime suppression control and the provision of a great number of routine public services such as unlocks, ambulance call assistance, fire calls, routine transports and deliveries, and parking responses. DIVISION GOAL: i The Division will attempt to provide a prompt and acceptable level of response to all called for services J while reducing the number of reported auto accidents and incidents involving criminal and delinquent behavior. GENERAL DMSION OBJECTIVES: Directed patrol activities will be continued and strengthened as a substitute for random patrol. Directed patrol will be aimed at the reduction of auto accidents and the suppression and reduction of selected crimes and acts of delinquency occasioned by patrol needs as indicated by called for services (CFS) in the severalPa trol districts. PERFORPVNCE MEASUREMENTS: Performance will be measured by comparison of called for services (CFS) to arrests, citations and tickets j(ACT) issued; and also be an historical comparison of reported motor vehicle accidents. Called for Services (CFS) Compared to Arrests, Citations and Tickets (ACP) Issued Quarter CFS FY81 ACT CFS FY82 ACT CFS FY83 ACT CFS FY84 ACT CFS FY85 ACT 1 7500 8000 8002 8600 9600 7690 8413 7451 9341 8599 10584 9625 9219 ,28 2 01 -' -- -- — --- 3 10,600 8500 6970 13,415 7491 9979 4 9600 7800 8112 7392 9222 6965 Total 35,700 33,900 30,774 37,723 32,748 35,910 I J � r 107 I i 1 ` pfpprted Motor Vehicle Accidents Quarter FY80 FY81 FY83 FY83 FY84 1 492 721 767 571 656 2 605 668 684 653 657 3 544 615 679 536 — �: 4`' 512 703 532 578 _ 1bta1 2,153 2,707 2,662 2,338 1,313 DIVISION ANALYSIS: Called for services and arrests, citations and tickets are the end result of a very limited number of Processes and tickets of the Patrol Division activities. In addition, these data do not accurately reflect Ithe nature of the-crime or occurrence. I i 108 'I Ixl �F EXPENDITURES: CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 13120 PATROL L PROPERTY TAX CHARGESFOR SERVICES MOTELJAX SALE OF, PARTS FEDERAL REVENUE SHARING MISCELLANEOUS i ,E PERSONAL SERVICES ---------- COMMODITIES FY63 SERVICES AND CHARGES DEPT CAPITAL OUTLAY _a TOTAL REQUEST RECEIPTS: 1,052,191 1,209,083 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 13120 PATROL L PROPERTY TAX CHARGESFOR SERVICES MOTELJAX SALE OF, PARTS FEDERAL REVENUE SHARING MISCELLANEOUS i ,E 109 ---------- FY85 BUDGET---------- FY63 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 1,052,191 1,209,083 1,269,552 1,269,552 80,005 108,788 127,666 90,002 118,955 68,895 66,265 49,495 26,597 --------- 95,428 --------- 112,775 --------- 173,790 1,277,748 1,4B2,194 1,576,258 ------------------ 1,582,839 109 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 1,203,534 1,431,435 1,351,741 11190 5,059 4,843 O 44,500 52,500 2O0 71,590 172, 655 1,429 — 11000 11000 1,277#748 1,482,194 1, 582, 839 0000voeaeo o.e.e===.e ve-oeoe=ev 109 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 13120 PATROL PERSONAL SERVICES: POSITIONS BUDGET TOTAL 47.00 47_00 1_269_552 I pAz 110 \Y TRANSFER TO: NONE FY134 FY85 $ POLICE OFFICER 39.00 39.00 927,393 POLICE SERGEANT 6.00 6.00 175,026 POLICE CAPTAIN 2.00 2.00 62,750 OVERTIME VEHICLE OPERATIONS 87..146 30,000 LONGEVITY 0 .Y 10,075 HEALTH INSURANCE ADMINISTRATIVE OVERHEAD 60,722 LIFE/DISAB INSURANCE CBD MAINTENANCE 0 3,586 TOTAL 47.00 47_00 1_269_552 I pAz 110 \Y TRANSFER TO: NONE _ 0 TOTAL 0 I i \� INTRACITY CHARGEBACKS: VEHICLE OPERATIONS 87..146 CI VEHICLE REPLACEMENT 0 .Y WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 g TOTAL 87, 146 ; � C i { CAPITAL OUTLAY: f� 9 POLICE CARS & DIVIDER 97,440 '+ 12DESKAKERS,, LIGHTS, CO 14,4 400 95 1 PAPER SHREDDER 200 12 PORTABLE RADIOS 14.400 12 DICTATING RECORDERS CHARGE 840 295 - 1 PORTABLE RADIO 2 DESK CHAIRS 440 - ADDED PATROL CAR & EOUI 14,200 ADDED PATROL CAR & EOUI 14.200 ._ STAION WAGON & EOUIPMEN I6,BB0 TOTAL 173,790 ;7 i ,.1 1 7 J CITY OF IOWA CITY i FY85 OPERATING BUDGET •J EXPANDED SERVICE LEVEL REQUEST iy 1312.0 POLICE PATROL COST: $33,760 APPROVED FOR FUNDING: Yes - Partial DESCRIPTION: This ESL includes equipment only and no additional personnel. We propose to add two station waqons: emergency equipped vehicles for supervisory use. The units would carry basic rescue equipment, accident investigation equipment, basic photo equipment, fire extinguishers, ropes, riot gear, etc., that could be made available immediately, as needed. —I 2 mid-sized station wagons or similar vehicle $22,000 2 red lights, sirens control boxes, etc $2,400 J 2 command radios $ 4,000 2 35 mm cameras and lighting devices $ 800 2 portable radios $ 2,400 Rope, starting cables, rescue tools & 2 radio scanners $ 560 riot control equipment $1,600 �I WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The marked vehicle fleet is too small to adequately service the community. Supervisor's now operate regular squad cars, often an insufficient number are available for routine patrol. In addition, most emergency and rescue equipment must be brought from the station to the place of need, thus reducing the number of -available officers at an emergency scene. CITY MANAGER'S COMMENT: v' $16,880 is approved for the addition of one vehicle for supervisory use, with the addition of another vehicle for patrol. Two additional vehicles should meet the needs of the department. I CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1312.0 POLICE PATROL APPROVED FOR FUNDING: Yes COST: 814,200 DESCRIPTION: One fully equipped patrol vehicle to the present fleet. One .squad car $10,500 Conmiand radia $ 2,000 Light bar; siren and $ 1,200 control box Radio mounting equip. plus.shotgun'holder and plexiglas.seat$ 500 shield 14HY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Four patrol.positions.were added to the Police Department by Council in FY84. These positions are filled; training completed; and the officers can now assume their full productive role in the Department. The policy:of this Department has been and will remain to maximize effective patrol efforts through using expanded visible patrol in one person vehicles as well as efficient walking assignments. .This addition equipped patrol vehicle is needed to effectively utilize the recently added officers as a method to increase patrol coverage in the most active patrol districts in Iowa City. CITY,MANAGER'S COMMENT: Fully justified, as explained above. 112 i CITY OF IOWA CITY i FY85 OPERATING BUDGET ^� EXPANDED SERVICE LEVEL REQUEST P' 1312.0 POLICE PATROL COST: $14,200 APPROVED FOR FUNDING: Yes Fully justified, as explained above. 113 DESCRIPTION: One backup patrol vehicle and equipment. J J One squad car $10,500 Command radio $ 2,000 Light bar; siren control box $ 1,200 Radio mounting.equip. ;,,plus shotgun holder. and..plexiglas; seat, shield $ 500 WHY,.,SHOULD THIS" EXPANDED.SERVICE LEVEL BE FUNDED: The City.,is_suggesting a logical,•orderly process for patrol vehicle replacement for FY85 and future years. It is imperative that it be adopted and fully funded. "Downtime" of patrol vehicles occasioned by mechan- i ical failure, routine maintenance and accidents accounts for nearly 10% of the operational time of the n fleet of patrol vehicles. This backup vehicle will be kept at the Service Building and placed into patrol ! '1 M service'whehever extended downtime is experienced. Thus, no reduction in total patrol capability should occur. !.' CITY MANAGER'S COMMENT: Fully justified, as explained above. 113 CITY OF IOWA CITY FY85 OPERATING BUDGET -, EXPANDED SERVICE LEVEL REQUEST 1312.0 POLICE PATROL COST: $15,735 APPROVED FOR FUNDING: Yes DESCRIPTION: .� 1. Twelve portable radios $14,400 3. One 12 -position portable radio charger $200 ;,I 2. Twelve portable dictating recorders $ 840 4. One paper shredder Ci WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: i., The twelve radios are needed to fully equip each officer with an operating unit that is'fully-charged .1. when he/she goes on duty. The present number of sets is inadequate to supply this need. No spare if the, radio batteries are not equipment is available at the present time if malfunctions occur or in the of positions authorized by fully charged. In addition, because of the increase number patrol Council in FY84, hand-held, fully operable radio equipment is often unavailable at duty time. R 2. If twelve portable radios are purchased, the necessary battery charging equipment must also be purchased. 3. A recorder will be available in each patrol and unmarked unit so that reports, investigative summaries apparent can be dictated at the scene of an event, while the circumstances of that event are frest and to increase the immediate to the officer. .The goal is to do as much work on the street as possible availability of officers in their assigned area or district. 4. The paper shredder is needed to insure careful handling and disposition of reports and computer print- Shredding this material is the outs to avoid the misuse or misapplication of confidential reports. simplest procedure. �. CITY MANAGER'S COMMENT: The comiients above fully justify the proposed expenditure. 114 .71 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: POLICE Y PROGRAM: COMMUNITY PROTECTION DIVISION: CRIMINAL INVESTIGATION DIVISION PURPOSE: The Criminal Investigation Division performs initial and follow-up investigations in all felonies and most serious misdemeanor cases: The Division attempts to ensure the arrest of all offenders in these crimes or the clearance of offenses through investigative processes. J DIVISION GOAL: To provide the level of investigative services that will optimize the probabilities for the arrest and successful prosecution of serious offenders while assuring that critical needs of crime victims are satisfied through the promotion of close personal and professional contacts with various helping agencies. GENERAL DIVISION OBJECTIVES: 1. Provide investigative and referral services equal to the level provided in FY64. e. 2. To furnish "quick response", on-call investigative personnel, as needed, and to continue to improve investigative services to other line police services including support of crime prevention/suppression activities. NEW DIVISION OBJECTIVES: �- To establish and implement crime prevention measures in selected neighborhoods experiencing high rates of selected crimes in cooperation with neighborhood groups expressing an interest in the establishment of a program. PERFORMANCE MEASUREMENTS: J 1. The Northside Lighting Project and accompanying crime suppression measures will be analyzed using before/after rates of increase or decrease in reported crimes; number of called for services, etc. Special atieniion will be given to increase/decrease sexual assaults and similar targeted rrimes. 2. The number of cases assigned to the Division will be compared to the clearance rate as measured by arrest and investigative clearance. These do not reflect nature or seriousness of crime. 3. Crime prevention efforts will be measured by the number of neighborhoods establishing programs and the rate of decrease in reports of selected crimes in the targeted neighborhoods as compared to prior data in regard to the specific area. 115 InvesI'll, I-' "--- A FY83 C A FY84 C A FY85 C A FY81 C A FY82 C - _ pua_rt=r 263 143 308 251 319 154 140 - - 1 228 171 281 159 247 161 183 - 2 .119 273 218 156 3 183 .113 268 149 231 4 861j6"' MO 699 Total DIVISION ANALYSIS: processed by the Division over the not .Analysis will, tabularly depict the volume of comp Taints received and p however, past four years and into FY84, thus indicating crude workload measurements. Workload, past Poly measured by this gross technique. It is only accurate as an indicator of one discrete variable. p Consequently, specific data are { Historically., crime has proven to be a random phenomenon in Iowa City. E4 hard,to.collect and, even more difficult to analyze. I 116 OF IOWA CITY FY85 OPERATING BUDGET REC13130 EPTCITY CRIMINALNINVESTIGATIONRY r' Iri EXPENDITURES: FY84 ---------- FY85 BUDGET ---FINAL DEPT ADMIN BUDGET FY83 ACTUAL ESTIMATE REQUEST PROPOSAL t: 133,919 139,970 144.013 2,235 144,813 1,825 PERSONAL SERVICES COMMODITIES 2,561 4,305 1,550 4 050 4,350 1,610 5,850 1,455 ^' SERVICES AND CHARGES 611 --------- -----____ ---53,943 li CAPITAL OUTLAY ---41,3 --------- 146,290 153,008 _ -_153_943 TOTAL ==141_399 FY85 J RECEIPTS: FY83 FYETE ADMIN. PROPOSAL ACTUAL ESTIMAT _, ... 140,675 350 153, 369 474 PROPERTY TAX CHARGES FOR SERVICES 145, 53190 130 ___--100 MISCELLANEOUS 141399 153,943 I J === ==_146.290 !y t i 117 118 TRANSFER TO: NONE _ TOTAL INTRA -CITY CHARGEBAC VE14ICLE OPERATIONS VEHICLE REPLACEMENT WORD PROCESSING CBDIMAINTENANCOVERHEAD TOTAL CAPITAL OUTLAY: 3 DESK CHAIRS CYCRILIC FINGERPRINTING 2 FILING CABINETS I TYPEWRITER TABLE TOTAL I KS: CITY OF IOWA CITY FY85 EXPENDITURESDGET 13130 CRIMINAL INVESTIGATION PERSONAL SERVICES: POSITIONS BUDGET �! FY84 FY85 $ POLICE OFFICER 4.00 4.00 99,351 1.00 1.00 23,500 POLICE SERGEANT OVERTIME 11500 LONGEVITY 7,281 HEALTH INSURANCE 410 LIFE/DISAB INSURANCE 3,600 UNIFORM ALLOWANCE ----- -------------- TOTAL 5.00 5.00 144,813 118 TRANSFER TO: NONE _ TOTAL INTRA -CITY CHARGEBAC VE14ICLE OPERATIONS VEHICLE REPLACEMENT WORD PROCESSING CBDIMAINTENANCOVERHEAD TOTAL CAPITAL OUTLAY: 3 DESK CHAIRS CYCRILIC FINGERPRINTING 2 FILING CABINETS I TYPEWRITER TABLE TOTAL I KS: �! r '� 3 t4 p I � D i 0 1 i 0 �el � - 1 11 I� 660 225 150 i 'r --------- 1,455 1 i J CITY OF IOWA CITY _ FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQEUST �. 1313.0 POLICE CRIMINAL INVESTIGATION I�. ly d ii COST: $2,295 APPROVED FOR FUNDING: Yes r^ DESCRIPTION: 1. Investigative travel expenses, both in and out-of-state $1,500 J 2. A new technique and supplies for fingerprinting (CYCRLIC fingerprinting kit) $ 225 —I 3. One typewriter table $ 150. 4. Two 4 -drawer, letter size filing cabinets $ 420 WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: 1. In almost every budget year anticipated costs'are incurred for travel and subsistence for in-state and out-of-state investigations. The administrative travel and training budget has normally been tapped — for these purposes, thus, not only reducing the amounts available for necessary training; but also making planning for training and education a virtual impossibility. i 2: The CYCRLIC technique involves the use of the chemical components of 'superglue' with special fuming processes r The technique was recently developed and can, when properly utilized,. raise and record prints long after the handling of suspect material and items has occurred. Again, presently available techniques in the absence of the CRCRLIC kit do not allow this. This is an essential item that should k be purchased. ' 3. Typewriter table this is needed for the supervisor of criminal investigation in order to have a place to put his typewriter. At the present time the space formerly occupied by his work table has LI been pre-empted.by;the computer. 4. Two, four -drawer letter size filing cabinets . . . the cabinets are needed to store investigative reports that are now scattered among various offices. It is both desirable and operationally efficient to have a central repository for the storage of these documents and to be able to refer to — one source for storage and retrieval of them. ! ' CITY MANAGER'S COMMENT: The comments above fully justify the expenditure. 119 FUND: GENERAL PROGRAM: COMMUNITY PROTECTION PROGRAM DIVISION STATEMENT DEPARTMENT: POLICE DIVISION: RECORDS & IDENTIFICATION DIVISION PURPOSE: Records and identification maintains documentation of all departmental activities; makes available statis- tical summaries, as needed; retains records required by tate ns and lother' identification ssures iservices das and telephone communications; and performs polygraphic, photographic needed. DIVISION GOAL: The Division will provide accurate,,.up-to-date information and reports on cases, past offenses, etc.; and will assure the provision of adequate and timely communications and identification services. GENERAL DIVISION OBJECTIVES: 1. The Division produces timely and accurate reports and necessary statistics required for operational purposes and as demanded by law. NEW DIVISION OBJECTIVES: stem and Oonsiders.thewithin feasibili y� ofadaptation of various processeste vintooword processingthe manual tmodes ocsalternete modes c including computerization and/or microfilming as financing becomes available. - PERFORMANCE MEASUREMENTS: enerated heFnumber ofpactualereport! raisaldofeworksp9oducttedlnnadditiorior nedassimilawill reprocessewill bed to e used a tog evaluate in internally and externally generated requests for documents, records and identification services usage. led b all Agencies Re . Documents Filed rOF, & Reports Reques e y OF FY82 Req, OF FY83 Req. OF FYI Req• OF FY_ 8_ 5 Req. Quarter OF Fy_ 81 Req' --- �— pg4,75012037 41,780/1904 _ 1 35,000/1650 32,000/1760 r 13R,788/2133 -' 2 35,700/1180 36,400/1840 27 8741791 033,063/1938 3 25,000/1175 31 000/1622 32,6 94 034,710 q 29 500/1386 31 O,e/1 705 2 ,2 0 *Estimated. ORate of increase averages To 7% annually. 120 I DIVISION ANALYSIS: I� Analysis will tabularly depict the volume of complaints received and processed by the Division over the past four years and into FY84, thus indicating crude workload measurements. Workload, however, is not precisely measured by this gross technique. It is only accurate as an indicator of one discrete variable. It does not indicate internal use by City agencies other than the Police Department. EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TOTAL RECEIPTS: CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 13140 RECORDS & IDENTIFICATION PROPERTY TAX CHARGES FOR SERVICES r SALE OF PARTS FEDERAL REVENUE SHARING MISCELLANEOUS FY85 BUDGET FY83 FY84 DEPT ADMIN FINAL I ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET i 159,939 177,908 187,882 187,882 — 2,385 1,765 11990 11990 14,658 8,420 13,822 13,822 0 0 2,850 12,850 +Y -- --------- 176, 982 188,093 206,544 216,544 ---------- ------ s t � FY83 FY84 ADMIN. r1 . ACTUAL ESTIMATE PROPOSAL 174,220 185,593 201,500 I 2,668 2, 40 2, 0 79 1 0 l2. 8050 ---------- ---------- ---------- 176, 982 IBB, 093 216,544 ' t i I_ w,l f v i 122 f.l � p+ J i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 13140 RECORDS & IDENTIFICATION w if PERSONAL SERVICES: O-- BUDGETa �+ ----- ------ F FY84 FY85 $ CLERK/TYPIST — POLICE RECORD 1.00 1.00 16,288 POLICE DESK CLERK 2.00 2.00 34,132 SR.CLERK/TYPIST—POLICE RECOR 1.00 1.00 18,064 POLICE DISPATCHER 4.00 4.00 71,744 CLERK/TYPIST — POLICE RECORD(PT) 1.00 1.00 8,635 ( POLICE DESK CLERK (PT) 1.00 1.00 8,144 LONGEVITY 1,450 ,I FICA 11,038 IPERS 9,028 HEALTH INSURANCE 8,288 LIFE/DISAB INSURANCE — ----1,071 TOTAL 10.00 10.00 187,BB2 123 TRANSFER TO: NONE 0 TOTAL 0 INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL -----_— O— CAPITAL OUTLAY: MICROFILMING EQUIPMENT 12,850 NONE — 0 TOTAL ---12_850 N i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1314.0 POLICE RECORDS & IDENTIFICATION APPROVED FOR FUNDING: Yes COST:' $12,850 DESCRIPTION: Microfilming Equipment: $,200 ,t One 16 nim. microfilm camera processor $33,250 One 16 nun. microfiche printer/developer $1,800 is One.16.nm. dry process.reader/printer 600 Three 16 mm. microfiche readers i WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The lack of storage space, the volume of work and the need to avoid incurring additional annual labor 1 _costs for this division are absolutely necessary. I CITY MANAGER'S COMMENT: r . Electronic data processing is being reviewed for the Police Department. The microfilming equipment will supplement.and be integrated with the electronic data processing and will result in an overall system of modern management equipment which will avoid additional personnel for this division. _ l' 124 PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: POLICE r PROGRAM: COMMUNITY PROTECTION DIVISION: CROSSING GUARD DIVISION. PURPOSE: Provide, within the limits of available resources, an Adult Crossing Guard at particularly hazardous crossings used by school children.. DIVISION GOAL:.- To assist in maintaining the safe and orderly passage of school -aged children.at hazardous crossings and to J promote a good working relationship with the Public Safety Committee of the Districtwide Parent's Organiza- tion. II GENERAL DIVISION OBJECTIVE: J 1. Maintain an Adult Crossing Guard Program. PERFORMANCE MEASUREMENTS: Number of Guards Regularly Employed + the Number of Requests for Additional Guards and Disposition of Requests School Year Regulars Requests and Dispositions 1978-79 13 & no supervisor 3 more added # 1979-80 12 + 1 supervisor 2 1 temporary added 1980-81 12 + 1 supervisor 0 0 1981-82 9 & no supervisor 1 none added 1982-83 9 & no supervisor 1 none added 1983-84 9 & no supervisor 0 none added 1984-85 9 & no supervisor 1 I i DIVISION ANALYSIS: Because of prior reductions in the budget of this Division and the withdrawal of a portion of the salary formerly contributed by the Iowa City School District, performance measurements should remain relatively constant in FY85. Guards will be assigned to pust•s based upon verifiable need; hazards 'encountered; and number of frequency of crossings. 125 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 13130 SCHOOL SAFETY V EMERGENCY OPER EXPENDITURES: ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REGUEST PROPOSAL BUDGET' PERSONAL SERVICES 22,225 26,106 26,325 26,958 COMMODITIES 0 11000 11000 300` SERVICES AND CHARGES 1,422 4,050 4,000 4,000 TOTAL - --------- 23,647 --------- --------- --------- 31,156 --------- --------- --------- 31,325 --------- --------- --------- --------- 31,25B ------------------ ------------------ RECEIPTS: FY85 FY63 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL PROPERTY TAX 23,646 31,156 31,258 MISCELLANEOUS 1 0 0 ---------- 23, 647 ---------- 31,156 ---------- 31,258 nnenve=oee even= veno vneeveneve 126 1 J CITY OF IOWA CITY ;! FY 85 OPERATING DUDGET EXPENDITURES 13150 SCHOOL SAFETY & EMERGENCY OPER -VICES: TRANSFER TO: It PERSONAL SE NONE ! POSITIONS BUDGET --------- -- TOTAL FY84 FY85 $ j TEMPORARY EMPLOYEES FICA IPERS TOTAL J - I 6 !� r I �I ------- U 0 21. 720 -- 773 ---00 --.00 - 26,958 _____ _------ INTRA -CITY CHARGEBACKS: 0 VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 f WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 -j CBD MAINTENANCE 0 TOTAL I CAPITAL OUTLAY: 0 NONE -----0 TOTAL i n 127 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1315.0 POLICE CROSSING GUARDS COST: $2,392 APPROVED FOR FUNDING: Yes DESCRIPTION: Added Crossing Guard WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The intersection at Sycamore and California is crossed by several hundred school children daily. The intersection.is in a rolling area; vehicular speed is considerable and the four lane street prolongs the time necessary for crossing. It is dnagerous and needs a guard. No other guard should be shifted to ;fill this need. CITY MANAGER'S C014MENT: Need is justified. .� 128 pV L I 1 64 PROGRAM UIVISION SIAILMLNI FUND: GENERAL DEPARTMENT: FIRE PROGRAM: PUBLIC SAFETY DEPARTMENT PURPOSE: The purpose of the Fire Department is to provide protection from fire to the lives and property of the citizens of Iowa City through suppression and prevention of fires; to provide first response to medical emergencies; and to perform housing inspections .and other duties as assigned. DEPARTMENT GOAL: To provide a comprehensive program of services that will assure a safe and healthy environment for the citizens of Iowa City. GENERAL DEPARTMENT OBJECTIVES: 1. Provide for immediate response to all fire and related emergencies. 2. Maintain a 3.5 minute average response time to emergencies. 3. Continue to provide training to over 5,000 hospital and industrial staff employees in fire suppres- sion. 4. Continue to assign firefighters for Housing Inspection duties at the current rate of one full-time equivalent daily. 5. Continue to conduct fire inspections of all commercial and University of Iowa buildings at least once each year. NEW DEPARTMENT OBJECTIVES: 1. Conduct monthly shift informational meetings. 2, Conduct C.P.R. and First Aid Classes for the purpose of training City employees, citizens and employees from other agencies. PERFORMANCE MEASUREMENTS: 'J Emergency Responses Average Response Time Number of Persons Trained at Fire Extinguisher.Sessions Fire Inspections Shift Meetings Number of People Trained in C.P.R. 8 First Aid J , Actual Actual Actual Projected Projected FY81 FY82 FY83 FY84 FY85 1,276 1,421 1,565 1,600 1,650 - - 3.3 min. 3.3 min. 3.5 min. 2,500 3,500 5,000 5,000 5,000 2,801 3,144 2,789 2,400 2,400 - - - - 12 - - - 500 129 I I DIVISION ANALYSIS: As the City and the University of Iowa continue to grow, additional demands on placed upon the department in the form of fire suppression and inspection services. In the not -too -distant future the Fire Department will need to expand if these needs and demands are to be adequately met. Typically fire departments across the nation average well over 1.5 firefighters per one thousand population. Iowa City's Fire.Department, based on an estimated 52,000 population, has less than 1 firefighter per thousand. The performance measurement figures for firefighters doing housing inspections will be reported by Housing & Inspection Services. 130 J j CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES'SUMMARY 13200 FIRE a FY84 DEPT ACTUAL ESTIMATE EXPENDITURES: 1,194,032 1,251,764 �ry 33,763 26,365 PERSONAL SERVICES 39,262 COMMODITIES 53,103 SERVICES AND CHARGES CAPITAL OUTLAY 15,100 4,800 1, 394, 7241, TOTAL J 55 J` 0 6,0 RECEIPTS: 4161 150 PROPERTY TAX CHARGES.FOR-SERVICES UNIVERSITY FIRE CONTRACT J SALEOFVEHICLES SALE OF PARTS.`_ FEDERAL REVENUE SHARING MISCELLANEOUS ' a i iw �f c 1�1 FY83 FY84 DEPT ACTUAL ESTIMATE REQUEST 1,194,032 1,251,764 1,292,227 33,763 26,365 25,929 39,262 50,555 53,103 126,867 15,100 4,800 1, 394, 7241, 343, 784 1,376,059 55 0 0 1_394_724 —1_343_784 —1_369_902 131 FY85 BUDGET PROPOSAL BUDGET 1,292,227 25,65B' 45,017 7,000 --------- --------- 1_369_902 --__-- FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 1,018,86132 , 018, 832 1, 023, 0350 1, 033, 0105 t 294,443 320,559 336,587 10,170 0 0 55 0 0 6,0 4161 150 300 1_394_724 —1_343_784 —1_369_902 131 FY85 BUDGET PROPOSAL BUDGET 1,292,227 25,65B' 45,017 7,000 --------- --------- 1_369_902 --__-- 1 t CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 13200 FIRE PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 4 TOTAL 36.00 36.00 791,5B3 6.00 6.00 145,674 3.00 3.00 78,129 1.00 1.00 30,231 3.00 3.00 93,873 1.00 1.00 40,128 2,000 14,750 70,883 3,276 2,500 __ 19, 200 50 00 50 00 1,292,227 132 TRANSFER TO: NONE p f TOTAL p 11200 3, 600 ; 2,200 ----7,000 _ I INTRA -CITY CHARGEBACKS:ir �� VEHICLE OPERATIONS 19,665 I i VEHICLE REPLACEMENT 0 WORD PROCESSING ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 j TOTAL 19,665 vvevvavvvv CAPITAL OUTLAY: 12 LOUNGE CHAIRS --ALL S.. 18 MATTRESSES & BOX SPR_; 4 CELLAR NOZZLES TOTAL 1 L f 11200 3, 600 ; 2,200 ----7,000 _ I ri I I i CITY OF IOWA CITY ,i FY85 OPERATING BUDGET �i EXPANDED SERVICE LEVEL REQUEST ,. 1320.0 FIRE DEPARTMENT �s f ii COST: $3,000 APPROVED FOR FUNDING: No DESCRIPTION: L. Add to budgeted overtime. J WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: This amount is needed to cover unexpected personnel shortages due to sickness, injury or funeral leave l when a shift is running with the maximum three people off. JI` CITY MANAGER'S COMMENT: Mandatory one-time costs have not exceeded budget in recent years. If need arises, budget amendment will be used. .I - J 133 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1320.0 FIRE DEPARTMENT COST: $2,200 APPROVED FOR FUNDING: Yes DESCRIPTION: Two cellar nozzles, 2!i' $1,200 Two cellar nozzles, 1',' $1,000 WHY SHOULD -THIS EXPANDED SERVICE LEVEL BE FUNDED: The department now has one on the truck at Central; there is need for one on each truck at out -lying stations. CITY MANAGER'S COMMENT: .n„c-ic'a UsefUl tool which should be available at all stations. 134 �d it W1 7 si P PROGRAM DIVISION S'rMFEMEN'T FUND: GENERAL PROGRAM: COMMUNITY SAFETY DEPARIMERr: POLICE DIVISION: ANIMAL CONTROL DIVISION PURPOSE: To provide for the continual operation of the Animal Shelter facility, programs and enforcement of the City ordinance relating to animal control, licensing and welfare. DIVISION GOAL: To provide community protection and animal services through administration of the Animal Control Ordinance, effective enforcement, progressive shelter management and community education; to continue to effectively administer the City's computerized pet licensing system thereby increasing revenues while responding to the community's need for a simple and convenient program. GENERAL DIVISION OBJECTIVES: 1. Maintain adequate level of service to the public with present number of employees and operating hours. 2.. Work towards completion of energy goals as suggested by the city's Energy Audit. 3 ` One officer will'begraduated from the Animal Control Academy. 4 Continue to improve public education programs by developing a large educational base for: the community in compliance with Humane Society of the United States accreditation standards. PERFORMANCE MEASUREMENTS: Number of Licenses sold and Revenue (L = Licenses, R = Revenue) *estimates Quarter (L) FY80 (R) (L) FY81 (R) 1 299/$1759 232/$1409 2 204/$1262 179/$898 4 326/$2126 475/$1912771 Total 1181 7488 2585/715,990 (L) FY82 (R) 204/$1768 181/$1089 1800/$12,400 350/$1407 2615 $16,664 (L) FY83 (R) 290/$1803 195/$1067 2015/$9,209 285/$1744 2785 13,823 135 (L) FY84 (R) 271/$1399 200/$1100* 2500/$13,000* 375/$2294* 3346 517,793* 9 136 Number of Responses to Complaints on Dogs and Cats (D = Dogs, C = Cats) *estimates Quarter (D) FY80 (C) (D) FY81 (C) (D) FY82 (C) (D) FY83 (C) (D) FY84 (C) 1 365/58 300/62 306/98 266/86 197/104 2 319/53 235/62 256/57 206/62 254/62* 3 317/36 272/36 255/31 236/43 266/41* 4 374/94 281/92 281/83 238/67 289/79* Ilotal 1375T241 1088 252 1100 269 946 258 1069T262* Education Programs Presented: Children 6 Adults Reached Year No. of Programs No. People FY80 12 410 FY81 - 11 379 FY82 14 420 FY83 11 490 FY84 18 525* *estimated DIVISION ANALYSIS: A sharp increase in training or material costs might limit or preclude accomplishing general; objectives 2 and 3 above: In addition, revenues and projected revenues vary considerably from year to year because' of pet licensing renewal schedules and the types of pets licensed. 136 J FY83 FY84 CITY F IOWA CITY RECEIPTS: ESTIMATE - 78,629 ERA! FY85 OPERATING BUDGET 86,723 ANIMAL LICENSES 15,642 CHARGES FOR SERVICES RECEIPTS AND EXPENDITURES SUMMARY ANIMAL IMPOUNDING & BOAR 1,147 USE OF MONEY & PROPERTY 13300 ANIMAL CONTROL MISCELLANEOUS 289 663 EXPENDITURES: --- 1,316- 2,540 1,330 nI r 109,080 ACTUAL ESTIMATE ---------- REBUEST FY85 BUDGET --------- PROPOSAL BUDGET PERSONAL SERVICES COMMODITIES 61,003 88,17o 94,227 94,227 SERVICES AND CHARGES 5,342 6, 850 13, 19, 6, 895 13,110 6, 213 CAPITAL OUTLAY 968 285 11,861 TOTAL - 103, 360 109,080 ________ --114_232 301 --112, --_ - FY83 FY84 ADMIN, RECEIPTS: ESTIMATE PROPOSAL 78,629 PROPERTY TAX 86,723 ANIMAL LICENSES 15,642 CHARGES FOR SERVICES 1,342 ANIMAL IMPOUNDING & BOAR 1,147 USE OF MONEY & PROPERTY 7,442 MISCELLANEOUS 289 663 IN IF --- 1,316- 2,540 1,330 nI r 109,080 l FY83 FY84 ADMIN, ACTUAL ESTIMATE PROPOSAL 78,629 81,663 86,723 14,605 15,642 15,296 1,342 1,130 1,147 7,179 7,442 7,398 289 663 407 --- 1,316- 2,540 1,330 103,360 109,080 ---------- 112,301 137 I&lj 138 CITY OF IOWA CITY FY85 TRANSFER TO: EXPENDITURESDGET 13300 ANIMAL CONTROL PERSONAL SERVICES: 0 _ POSITIONS BUDGET FY84 FY85 $ ANIMAL CONTROL OFFICER 3.00 3.00 1.00 1.00 55.365 23,752 ANIMAL CONTROL SUPERVISOR INTRA -CITY CHARGEBACKS: C� j OVERTIME 2 626 875 LONGEVITY .. 5,611 FICA U 4,431 IPERS INSURANCE 0 2, 559 HEALTH LIFE/DISAB INSURANCE - _ _ _ --------- _---_-_TOTAL i TOTAL 4.00 4.00 _ _94_227 !y I&lj 138 r TRANSFER TO: NONE ------ U TOTAL 0 _ L j i j INTRA -CITY CHARGEBACKS: C� j VEHICLE OPERATIONS 2 626 f VEHICLE REPLACEMENT I WORD PROCESSING U ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 i TOTAL 2_626- !y CAPITAL OUTLAY:.: r i NONE TOTAL 1 J� J PROGRAM DIVISION STATEMENT FUND; GENERAL DEPARTMENP: HOUSING 6 INSPECTION SERVICES POGRAm. COMMUNITY PROTEirrTION DIVISION: ADMINISTRATION i DIVISION PURPOSE: To provide supervisory and secretarial support for the Department of Housing a Inspection Services and the appropriate boards and commissions related to the department including the Electrical Board, Plumbing Board, Board of Appeals and the Housing Commission. J DIVISION GOALS: To provide the supervision and clerical support necessary to enforce the Codes and ordinances of the city and the State of Iowa requiring approval, consent or interpretation. GENERAL DIVISION OBJECPIVES: 1. To.assist all divisions within the department in meeting their objectives and to prpmote and nurture a higher degree of supervisory, administrative and professional development and performance by all division heads. 2. To continue to aggressively pursue housing options for persons of lower incomes, the elderly and the handicapped. NEW DIVISION OBJECTIVES: To work with the Housing Commission and the City Council to implement the Congregate Housing project by assisting a private developer/sponsor in the development/construction phase of the development. PERFORMANCE MFASURF21E M: 1. Submission of all Federal and local reporting requirements on time. 2. Adoption of departmental policies and programs consistent with City Council goals and objectives, the Comprehensive Plan and programs of the various Boards and Commissions. 3. Completion of all assigned projects and schedules prescribed by the City Manager. q. Quarterly reports of divisions indicating inspection and enforcement activities in ministering the Building, Housing and Fire Codes. DIVISION ANALYSIS: None. 139 CITY OF IOWA CITY - FY85 OPERATING BUDGET RECEIPTS HNI.S. ADMINISTRATIONARY EXPENDITURES: PERSONAL SERVICES CLIMP10DITIES CAPITALSOUTLLAYHARGES TOTAL RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES MISCELLANEOUS 4 p�� 140 -- FY85 BUDGET -- - -- FY83 ACTUAL FY84 ESTIMATE DEPT REQUEST ADMIN FINAL' PROPOSAL BUDGET 56, 850 59,307 61,259 59,759 853 300 480 4130 6,443 6,337 9,0580 7,3030 0 0 --------- --------- --------- 64,146 --------- 65,944 --------- 70,797 67,542 sasavaasn. sssssssaa sass=assn naoasss=� nsysassas, FY85 .. FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 64,065 57,444 58,622 0 81400 8,820 81 100 100 64,146 ---------- 65,944 ------- 67,542 4 p�� 140 NONE TRANSFER TO: TOTAL INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 1,060 VEHICLE REPLACEMENT 0. WORD PROCESSING - 0 CBD ADMINISTRATIVE OVERHEAD 0 TOTAL 1.063 NONE CAPITAL OUTLAY: 0 TOTAL CITY OF IOWA CITY FYB5EXPENDITURESDGET 13410 H. I. S. ADMINISTRATION PERSONAL SERVICES: POSITIONS BUDGET 0 FY84 FY85 4 ,., ADMIN. _SEC. - HIS/PW .50 .50 9.091 1.00 1.00 42,789 H. I:S.''DIRECTOR500 TEMPORARY EMPLOYEES (� LONGEVITY 3,410 FICA 1.730 IPERS' 1, 336 J HEALTH INSURANCE LIFE/DISAB INSURANCE ----- -------------- 1.50 1.50 59.759 TOTAL NONE TRANSFER TO: TOTAL INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 1,060 VEHICLE REPLACEMENT 0. WORD PROCESSING - 0 CBD ADMINISTRATIVE OVERHEAD 0 TOTAL 1.063 NONE CAPITAL OUTLAY: 0 TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1341.0 HOUSING INSPECTION SERVICES ADMINISTRATION COST: $10,581 APPROVED FOR FUNDING: No DESCRIPTION: Convert half time secretary to full time secretary, the same as in Planning and Program Development,, Parks and Recreation, Police, Finance, City Manager's Office and Legal. The Department of Public Works would have to hire a half time secretary or share a secretary with anotherDepartment. The Department of Housing and Inspection Services would add a halftime secretary to the half already authorized, thus creating one full time secretary. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The volume of citizen contacts, by phone and in-person, has continued to grow. The record keeping responsibilities have expanded in direct relationship to the increased real property inventory of the City, the addition of new codes and ordinances, and additional reporting and statistical require- ments. CITY MANAGER'S COMMENT: _..__._..Until all records Of Housing are computerized, need for full-time secretary is uncertain. 142 i Iti FUND: GENERAL PROGRAM DIVISION STATEMENT PROGRAM: COMMUNITY PROTECTION DEPARTMENT: HOUSING & INSPECTION SERVICES �! �.' DMSION PURPOSE: DIVISION: BUILDING INSPECTION I� ' To provide required inspection, permitting, licensing and enforcement measures as required by all City regulatory codes and the State regulatory codes. To provide assistance to the City Clerk in inspections housifor liquor licenses, dance permits and smoking ordinance. To assist the City Manager and Council in niprograms. ognew �ordinances. To provide technical support to housing inspectors and federally assisted "7 PMSION GOAL: JTo maintain a consistent level of enforcement of all codes regulated by this division and to research, `adopt and enforce codes and ordinances consistent with the intent and policy of the City Council. J GENERAL DMSION OBJECTIVES: I. To conduct plan reviews for all but the most complex plans with the quickest possible turnaround time. 2. To maintain and provide the public with information on building safety. PERFORMANCE MEASUREMENTS, �.. FY82PROJECTED PROJECTED FY83 FY84 FY85 Number of building permits 514 — Dollar amwnt 573 550 500 Number of field inspections $23,180,878 $39,290,335 $25,000,000 $30,000,000 ' Number of plans checked 4,200 4,308 6,000 Average turnaround time 400 465 450 Number of violation orders 3 days 6 days 3 days UO Number of compliances Unknown 200 Number of complaints Unknown Unknown 180 Unknown Unknown 300 Dr%ISION ANALYSIS: -'1 The interrelation of the number of permits issued, the complexity of construction projects, the shift in JI priorities of the Council and administration, and the expansion of enforcement responsibilities caused by new code adoptions will affect the quantity and quality of attention to any one aspect of code enforcement assigned to a,given number of fixed job classified personnel. J . 143 I CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND BUILDINGOINSPECTIONNARY EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: PROPERTY TAX LICENSES & PERMITS BUILDING PERMITS & INSPE RENTAL PERMITS & INSPECT CHARGES FOR SERVICES DUILDING & DEVELOPMENT F MISCELLANEOUS FEE 144,033 ---153_276 ---158_642 1 144 -FADMINUDGET ---FINAL FY83 FY84 ESTIMATE DEPT REGUEST PROPOSAL BUDGET ACTUAL -57,038 33,408 32,825 18,609 41,716 128,375 137,187 146,563 1,350 143,963 1,350 2,356 3,0215 13,064 13, 250 13, 3290 13,302 0 0 0 - ==144_033 _-153_276 --161_172 158,642 144,033 ---153_276 ---158_642 1 144 FY85 FY83 FY84 ESTIMATE ADMIN. PROPOSAL ACTUAL -57,038 33,408 32,825 18,609 41,716 65,718 89,854 56,9066 68,8,020 1 478 0650 377 420 322 43,156 28,86600 28'100 - 144,033 ---153_276 ---158_642 1 144 1 y CITY OF IOWA CITY FY85 EXPENDITURES TNG GET 13420 BUILDING INSPECTION. ii {.j PERSONAL SERVICES: POSITIONS BUDGET w--------- ------ �s ,..; FYB4 FY85 $ ( BUILDING INSPECTOR 4.00 4.00 90,736 I SR BUILDING INSPECTOR 1.00 1.00 28,757 400 1,451 8,430 6,061 7 847 5.00 5.00 --143_963 145 NONE TRANSFER TO: TOTAL INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 7,622 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 7,622 i I 622 NONE CAPITAL OUTLAY: TOTAL i OVERTIME ..LONGEVITY. FICA 1PERS HEALTH INSURANCE _ LIFE/DISAB INSURANCE J J.I TOTAL . l� .w t 1 J 400 1,451 8,430 6,061 7 847 5.00 5.00 --143_963 145 NONE TRANSFER TO: TOTAL INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 7,622 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL 7,622 i I 622 NONE CAPITAL OUTLAY: TOTAL i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1342.0. BUILDING INSPECTION SERVICES { — i COST: $1,200 APPROVED FOR FUNDING: No DESCRIPTION: Purchase a sound level meter that includes a microphone, amplifier, RMS detector, integrator or time M j averager, output or display meter, and weighting networks used to measure and read sound pressure levels, which when properly calibrated complies with ANSI standard 1.4-1971 on the latest approved revision thereof.' = WHY SHOULD''TH1S EXPANDED SERVICE LEVEL BE FUNDED: tr� It is required,by Code that this instrument be used. CITY MANAGER'S'COMMENT: Not a necessity. Problems are being resolved without use of equipment. j i IJ' i 146 FUND: GENERAL PROGRAM: COMMUNITY PROTECTION "t DMSION PURPOSE: w it I PROGRAM DIVISION STATEMENT DEPARTMENT: HOUSING 6 INSPECTION SERVICES DIVISION: FIRE PREVENTION/SAFETY INSPECTION The purpose of the Iowa City Fire Prevention/Safety Inspection Division is to ensure, through Code enforce- ment, that housing facilities are of the quality necessary to protect and promote the health, safety, and welfare of not only those persons utilizing these facilities, but the general public as well. DMSION GOAL: To provide for the enforcement of the Housing Code and the Fire Code by inspecting rental units in accor- dance with the schedule for inspection 'and licensing of rental dwellings. 'To investigate citizen com- plaints to the satisfaction of the community and to provide licensing of rental units as prescribed by the Housing Code. GENERAL DIVISION OWECTIVFS: To supply a level of service which will not allow the quality of rental housing nor owner -occupied housing to deteriorate from the level which has been achieved to this date. To assure by inspection, enforcement and education that loss of life and property by fire are minimized. The division will strive to meet the needs of he property owners and tenants by providing services including, but not limited to, the following: 1. Accurate code inspections. 2. Reasonable and equal Code interpretation and enforcement. 3. Access to the appropriate code appeals boards. 4. Support services to other departments and divisions. 5. Public relations and safety inspection to all members of the community. NEW DIVISION OBJECTIVES: 1. In order to better assure a more complete public record on property in Iowa City, efforts will be made to incorporate Department of Public Works information including sewer location, water shut-off, sidewalk releases, curb -cutting permits, easements, etc., into the Housing and Inspection file record. 2. The rental permit billing and scheduling system, computerized in FY84, will be incorporated into a computer data retrieval system for Housing and Inspection Services and Planning and Program Develop- ment. 147 i -' PERFORMANCE MEASUREMENTS: First Half Prof. FY82 FY83 FY84 FY85 1. Inspections: 868 900 a. licensing inspections - 121 200 b. complaint inspections - 26 100 c. request inspections - - 9,000 2. No. of reinspection- 657 690 700 3. No. of violation orders 56 199 500 4. Emergency orders issued 853 0 5. Certificate of Structure Compliance 479 850 6. Rental permits issued 508 853 11 25 7. Referrals to Legal6 1 1 14 25 B. . Court filings 1p 9. Rent escrow certification 10. No. of appeals - variance/upheld/dismissed/ 44/36/1 181/108/5/4 deferred Revenues generated $48,778 $51,516 Compared to cost of administration $87,133 $69,566 of program Expressed as a percent 578 578 DIVISION ANALYSIS: The division will develop a report of the benefits and problems encountered in centralizing: property into the record maintenance operation. records and incorporating the City Computer Center r p� 148 1 i f — CITY OF IOWA CITY RECEIPTS ANDPEXPENDITURESESUMMARY 13430 FIRE PREVENT & SAFETY INSPECT P -- FY85 BUDGET---------- FY83 FY84 �' It {a EXPENDITURES: ESTIMATE 540 240 75, 564 93,138 PERSONAL SERVICES 98, 8B9 1,077 1, 121 12,811 COMMODITIES 91008 10,888 SERVICES gOUTLAYHARGES 75 100 340 --------------- ___ 89,566 r�D TOTAL 111,194 RECEIPTS: PROPERTY TAX LICENSES & PERMITS BUILDING PERMITS & INSPE RENTAL PERMITS & INSPECT CHARGESFORSERVICES MISCELLANEOUS' " I � � E � J I • 149 9 -- FY85 BUDGET---------- FY83 FY84 DEPT REQUEST ADMIN FINAL PROPOSAL BUDGET ACTUAL ESTIMATE 540 240 75, 564 93,138 98,889 1,077 98, 8B9 1,077 1, 121 12,811 2,174 9,843 91008 10,888 75 100 340 --------------- ___ 89,566 105,155 109,074 111,194 149 9 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 3B4O50 540 240 46, 69, 0 -196 51,205 0 43,657 31,129 75 ----14,100 89. 566 ----14-150 105, 155• 111, 194 149 9 CITY OF IOWA CITY FV83 EXPENDITURESOPERATING DGET 13430 FIRE PREVENT & SAFETY INSPECT TRANSFER TO: PERSONAL SERVICES: 0 -- POSITIONS BUDGET NONE --------- ------- ------ TOTAL -------� FY84 FY85 L i 15, f CLERK/TYPIST - HIS 3. 1.00 1.00 68. 8178 178 } HOUSING INSPECTOR 00 3.00 ,>I } j LONGEVITY FICA j IPERS HEALTH. INSURANCE LIFE/DISAB INSURANCE TOTAL i 5, 860 4, 496 3 595 4 00 4.00 --98_88= 150 I INTRA -CITY CHARGEBACKS: I VEHICLE OPERATIONS 5'5430 ti I VEHICLE REPLACEMENT 0 .WORD PROCESSING ADMINISTRATIVE OVERHEAD U CBD MAINTENANCE TOTAL 5,543 CAPITAL OUTLAY: 2 CAMERAS 1 4 -DRAWER FILE .CADINET;_-----_IOD 240 TOTAL 3_4_0 I j fy, IIj i.� 1 i _ CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICELEVELREQUEST w 1343.0 FIRE PREVENTION & SAFETY INSPECTIONS COST $240 APPROVED FOR FUNDING: Yes DESCRIPTION:, Purchase one:four-drawer legal filing cabinet. J WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: To accommodate additional housing records in order to maintain proper and accurate public records. CITY MANAGER'S COMMENT: Required for newly constructed properties. 1 _I i 151 i I I j i I iz j i EM CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1343.0 FIRE PREVENTION & SAFETY INSPECTIONS COST: $7,000 APPROVED FOR FUNDING: No DESCRIPTION: Return existing IBM Typewriter to Department of Public Works. Purchase a memory typewriter or a personal computer with 256K storage and letter quality printer capable of producing 6 part forms. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: 1 s -f Word Processing does not do forms. Many inspection documents are forms for licensing or permits. Violation letters are complex and detailed, but use standard wording that lend themselves well to EDP. ±� Word Processing gives all hard copy a lower priority than dictation, turnaround time 'is important code enforcement as is accuracy. Word Processing does not use memory, longer proof read time and higher chance of error. _ CITY MANAGER'S COMMENT: L' i The new word processing equipment recently installed in th.Q Word Processing Center should be able to meet the needs of this Division. This must be evaluated before any decision can be made regarding purchasing a memory typewriter for any Department. 152 J' PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: HOUSING & INSPECTION SERVICES PROGRAM: COMMUNITY PROTECTION DIVISION: HOUSING C014MI SS ION/ BOARD OF APPEALS DIVISION PURPOSE: `q The purpose of the Housing Commission is to promote clean, decent and safe housing for the residents of Iowa City and act as the Board of Appeals for the Housing Code. DIVISION GOAL: I '1 The Commission will study, investigate and make recommendations to the City Council on matters relating to J fulfillment of the Commission's purpose.- This will be accomplished by regular monthly meetings and special meetings as may be necessary. Appeals will be heard. as soon as practical. DIVISION OBJECTIVES: J 1. The Commission will have a continuing role in overviewing the Section 8 and Public Housing Programs and will assist in obtaining additional units as funding availability from HUD permits. 2. Aggressively pursue additional units of subsidized housing. 3. Continue to study and encourage private enterprise participation in federally assisted housing pro- grams. 4. Hear appeals as necessary to insure fair and impartial interpretations and enforcement of the Housing Code. ., 5. Continue overseeing Housing Code and Housing Inspection activities. 6. Continue to seek new housing opportunities for Iowa Citians including Congregate Housing and -Emergency Housing options. `.� PERFORMANCE MEASUREMENTS: PROJ. PROW. j FY82 FY83 FY84 FY85 1. Number of meetings held 13 15 12 12 2. Recommendations to City Council 3 5 5 5 j 3. Number of units assisted 441 441 486 536 153 DIVISION ANALYSIS: Success of the federally assisted housing units (Section 8 and Public Housing), is beyond the control of the Commission since funding by the Federal Government is a key factor to program success. It is not anticipated that the amount of Federal new construction housing money Iowa City will receive will be increased during FY85, therefore, expansion of programs is questionable unless locally funded. 154 J 1:3 PROGRAM DIVISION STATEMENT FUND: GENERAL - DEPARTMENT: PUBLIC WORKS PROGRAM: TRANSPORTATION DIVISION: TRAFFIC ENGINEERING DIVISION PURPOSE: Traffic Engineering installs and maintains traffic signs, pavement marking, traffic signals and the City -owned street lighting system consisting of over 450 street lights as well as lighting in the downtown area and city owned parking lots. DIVISION GOALS: To provide effective corrective and preventative maintenance to existing traffic control systems. GENERAL DIVISION OBJECTIVES: 1. Continued reduction of signal and street light corrective maintenance call outs. 2. Continue aggressive signal controller preventative maintenance. 3. Continued review of existing sign system for maintenance needs. 4. Continued street marking at current level. 5. Continued traffic and accident location analysis, to determine trends and problems and propose corrective action. PERFORMANCE MEASUREMENTS: Proj. Proj. FY81 FY82 FY83 FY84 FY85 l i 1. Number of Call Outs 484 432 387 380 350 ! ( 2. Hours spent on P.M. program 197 334 551 575 650 3. Hours spent maintaining city-wide sign system 2514 2027 2246 2500 2500 4. 5. Hours spent street striping 759 631 924 900 900 i i Hours spent on accident location analysis 708 834 477 500 500 ' J I i 155 s CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES SALE OF PARTS ROAD USEl'TAX MISCELLANEOUS 156 -- FY85 BUDGET -- ------ FY83 ACTUAL FY84DEPT ESTIMATE REQUEST ADMIN FINAL . PROPOSAL BUDGET 190, 966 200,140 209,183 209, 183 54,891 271,653 44,650 293,506 46,715 339,708 46,055 307,258 3,038 3,500 51500 3,500 0 758 0 0 --------0 --------- 521,306 ---- 541,796 565,996 --521_306 -_541_796 _-601_106 _-565_996 _--_---__ 156 FY85 FY83 FY84 ADMIN. ACTUAL, ESTIMATE PROPOSAL 231,426 239,957 40, 754 9,817 600 5, 000. 1,219 2,000 11 000 269,805 296,239 515,242 9,04031000 000 4, 000 ----- 521,306 ---- 541,796 565,996 156 157 TRANSFER TO: NONE TOTAL w INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 25,113 VEHICLE REPLACEMENT 16,6190 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 41,732 TOTAL CAPITAL OUTLAY: OPERATING EQUIPMENT --- 3,500 TOTAL _---31500 SII CITY❑F IOWA CITY FY85 OPERATING BUDGET EXPENDITURES ^J 14100 TRAFFIC ENGINEERING PERSONAL SERVICES: i*1 POSITIONS BUDGET BUDGET IONS E FY84 FY85 $ M. W. I I - TRAFFIC ENGINEERING 1.00 1. 00 18, 064 SRWENGINEERATECH. -TRAFFIC EN 1. 00 1. 00 1.00 1. 00 23,616 20, 290 1 M. W. III - TRAFFIC ENGINEER 2.DO 00 39,073 =✓ ELECTRICIAN ELECTRONICS TECHNICIAN 1. 00 1,00 100 1 1..00 21,717 29,627 J TRAFFIC ENGINEER 4,120 OVERTIME 1,825 LONGEVITY 12,227 1 FICA ::, IPERS 9, 312 10, 686 J HEALTH INSURANCE LIFE/DISAB INSURANCE ----- ----- 1,218 --------- - -� TOTAL _8_00 8.00 - 209_18= 157 TRANSFER TO: NONE TOTAL w INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 25,113 VEHICLE REPLACEMENT 16,6190 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 41,732 TOTAL CAPITAL OUTLAY: OPERATING EQUIPMENT --- 3,500 TOTAL _---31500 SII I® YNUbK#AM UIVIJIUN JIn ILMCMI MENT PUBLIC WORKS FUND: GENERAL OEPART PROGRAM: TRANSPORTATION DIVISION: STREET SYSTEM MAINTENANCE DIVISION PURPOSE: The Streets Division provides street system maintenance and repair. DIVISION GOAL: To provide a high quality driving surface on the City's streets, alleys and bridges; and to provide routine maintenance and repair of streets, alleys, bridges, curb and gutter and sidewalks in order to maximize the life of the City's transportation facilities. GENERAL DIVISION OBJECTIVES: 1. To continue the crack sealing program and complete 7 miles of streets. 2:` To'continue the asphalt overlay program at current level. 3. To sweep 20 curb miles per unit per day (7 hours per day - 5 days per week each unit). 4. To provide a dust., free, chuckhole free. surface on unimproved streets; to repair concrete and asphalt streets as required,. 5. To remove snow`in'a timely manner and minimize hazardous driving conditions. 6. To maintain storm sewer structures to control erosion. 7. To provide safe sidewalks at street crossings for all pedestrians including the handicapped. S. To provide City wide leaf pickup in the fall. PERFORMANCE MEASUREMENTS: Pro'ected) (Projected) 158 FYB1 FY82 FY83 ( FY84 FY85 . No. of miles crack sealed 15 5 l 15 7 No. of blocks overlayed 22 52 34 32 35 � Sweeping: curb miles per 12 15 20 20 20 unit per day No. of spot repairs and 1965 2110 2900* 2230 2300 I chuckholes filled per year Labor hours per inch of snow 42 46 56** 48 52 Storm sewer structures 5 3 ly 10 15 reconstructed per year 158 t 7 159 J I W FY81 FY82 FY83 (Projected) FY84 (Projected) FY85 4 ! I No...of-dropped sidewalks built 19 25 20 at intersections. per year 15 15 Leaf loads picked per year in 160 171 fall 207 215 208 Due to the addition of new streets, the number of repairs, sweeping, snow removal, etc. will increase labor hours for all Street department Programs, e.g., each year. J✓*Due to inclement weather in FY83, the number of years. spot repairs and chuckholes has surpassed other fiscal **Due to below normal snow fall and lighter accumulations inch. in FY83, snow removal required more manhours DIVISION per ANALYSIS:. Although road -use tax revenues are not keeping pace maintenance projects be continued, to avoid with inflation it is imperative that major preventive major repair costs in the future. E • t 7 159 EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES IN-KIND SERVICES SALE OF PARTS ROAD USE TAX MISCELLANEOUS CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 14300 STREET SYSTEM MAINTENANCE 160 FINAL BUDGET - L I _ I t i # -- FY85 BUDGET FY83 FY84 DEPT ADMIN ACTUAL ESTIMATE REQUEST PROPOSAL 379,631 448,678 468,837 460,465 148,078 241,115 254,120 220,695 423,637 442,476 354,788 459,056 262,418 375,000 309,000 309,000 ------441 --------� 0 0 1_214_205 1_507_269 1_386_745 --------- 1_449_216 160 FINAL BUDGET - L I _ I t i # FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 165,771 197,769 108,214 4,103 31000 3,000 3,201 3,500 4,000 208 1,000 11000 1,039,808 1,300,000 1,331,502 -----1,114 --- 1,214,205 -2,000 1,507,269 -----1,500 1,449,216 160 FINAL BUDGET - L I _ I t i # 1. i r i Cq { kl � CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 14300 STREET SYSTEM MAINTENANCE PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 f 5.00 5.00. 78,846 5.00 5.00 881 118 STREETS 1.00 1.00 16,0139 4.00 4.00 80,462 S 2.00 2.00 42,048 TS 1.00 1.00 25,428 SUPT .50 .50 15,036 12,800 25,000 4,013 26,983 21,077 22,122 2,443 OVERTIME LONGEVITY FICA I IPERS I `i HEALTH INSURANCE LIFE/DISAB INSURANCE TOTAL t 1 9 fx 7 £. "~ M. W. I — STR M. W I I — ST. i IIIRK/s. MR W. SR. M. W. — ASST SUPT — STREET/SANI TEMPORARY Ei CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 14300 STREET SYSTEM MAINTENANCE PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 f 5.00 5.00. 78,846 5.00 5.00 881 118 STREETS 1.00 1.00 16,0139 4.00 4.00 80,462 S 2.00 2.00 42,048 TS 1.00 1.00 25,428 SUPT .50 .50 15,036 12,800 25,000 4,013 26,983 21,077 22,122 2,443 18_50.18_50 —_460_465 - 161 TRANSFER TO: NONE . TOTAL INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 159,494 VEHICLE REPLACEMENT 119,209 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL _-278_703 CAPITAL OUTLAY: ASPHALT OVERLAY _-309,000 TOTAL 309,000 OVERTIME LONGEVITY FICA J IPERS I `i HEALTH INSURANCE LIFE/DISAB INSURANCE TOTAL 18_50.18_50 —_460_465 - 161 TRANSFER TO: NONE . TOTAL INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 159,494 VEHICLE REPLACEMENT 119,209 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL _-278_703 CAPITAL OUTLAY: ASPHALT OVERLAY _-309,000 TOTAL 309,000 i s I `i t 1 i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST •1430.0 STREETS SYSTEM MAINTENANCE APPROVED FOR FUNDING: Yes COST: $40,000 DESCRIPTION: Other repair and maintenance: Funds to cover the painting and upkeep of bridges for which the City is responsible. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED; , Bridges need to be maintained yearly to prevent deteriorization from causing more expense. In the.past, t bridge repairs have been done as capital,improvements projects and financed from General Obligation Bonds The addition-of'these repair costs to the operating budget recognizes the costs as on annual,;' maintenance costs: CITY MANAGER'S COMMENT. Agree with comment. On-going maintenance should not be a capital cost or deferred. I_ i 162 I ! 9 i i e;l j CI f I t- I it 1 i . PROGRAM DIVISION STATEMENT \ ;• FUND: GENERAL � DEPARTMENT: PARKS & RECREATION 163 1 PROGRAM: HUMAN DEVELOPMENT DIVISION: FORESTRY 1. To decrease contracting of moderately difficult trimming and removal work, and to DIVISION PURPOSE: city ,funds by.Increasing the division's The Forestry Division provides care of established city trees, maintains a tree planting program for city streets and parks, monitors and advises city residents about tree and shrub planting in street rights- spent on flower beds of-way, plans and maintains flower beds in city parks, acts as a consultant on insect, disease, or land- scaping problems encountered by other city divisions, and dispenses information to the public concerning i aboricultural problems. DIVISION OBJECTIVES: DIVISION GOAL: 1. To initiate community awareness of the urban tree resource, and enlist volunteer help to improve tree To improve the quality of tree care city-wide by practicing more efficient and thorough routine mainte- _ nance, and by increasing the level of preventative maintenance. To establish a small nursery of tree species usually unavailable and too expensive from local firms to t 163 1 GENERAL DIVISION OBJECTIVES: 1. To decrease contracting of moderately difficult trimming and removal work, and to more'effectively use city ,funds by.Increasing the division's capability to perform the work. 2. To maintain flower beds at the current level, but reduce'time spent on flower beds by 10%. NEN DIVISION OBJECTIVES: 1. To initiate community awareness of the urban tree resource, and enlist volunteer help to improve tree planting and care throughout the City. 2., To establish a small nursery of tree species usually unavailable and too expensive from local firms to t 3. be used as replacement stock. To maintain a cooperative tree planting program between the city and owners or occupants throughout the city by providing trees to be planted on private property. To increase to 30 the number of trees planted on private property. 4. To enter the street -tree inventory on a computer program. 163 1 PERFORMANCE MEASUREMENTS: Act. Est. Projected FY81 FY82 FY83 FY84 FY85 No. of street trees planted 223 30 No. of street trees trimmed No. of trees trimmed in city parks 16 167 270 200 50 No. of trees planted in city parks 0 0 30 40 20 No. of trees planted beyond sidewalk 0 0 0 20 30 (on private property) % of division work hours spent on 0 30% 25% 21% 19% f flower beds DIVISION ANALYSIS: The number of trees trimmed in city parks will drop to 50 in 1985 because City Park trimming contracts will be completed. The number of trees planted in city parks will decrease as emphasis is shifted to street tree planting. Decreasing time spent in flower beds will be accomplished by locating beds in more maintainable areas, and by planting lower maintenance flower species. 11 . j Maintenance levels of street trees have increased and are being maintained at higher levels than in previous years. The,. current levels are still below the good standards which are needed to ensure a sound tree resource within the city. The division will continue to push the maintenance levels toward the best II acceptable levels that can be achieved. I 164 j.r EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TOTAL RECEIPTS: I PROPERTY TAX J 1 f' t V t CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 15100 FORESTRY/HORTICULTURE FY83 FY84 DEPT ACTUAL ESTIMATE REQUEST 22,138 29,978 40,098 467 2, 280 4,156 9,299 44,360 35,029 11,560 --- --------- 31,904 --------- ---14,700 91,318 90,843 165 FY85 BUDGET ---------- PROPOSAL BUDGET 55,862 4,156 41,291 16,760 --------- --------- --118_069 ------_-- FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 31_904 91,318 115,069 --- 31, 904 --- 91,318 118,069 165 FY85 BUDGET ---------- PROPOSAL BUDGET 55,862 4,156 41,291 16,760 --------- --------- --118_069 ------_-- I CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES ,I 15100 FORESTRY/HORTICULTURE PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 f :I M. W. I — FORESTRY 1.00 13,457 FORESTER/HORTICULTURALIS7 1.00 1.00 23,122 TEMPORARY EMPLOYEES 12,140 FICA 3,909 IPERS- 1,982 HEALTH INSURANCE 986 LIFE/DISAD"INSURANCE ---- 266 E TOTAL 1.00 2.00 55,862 166 TRANSFER TO: i NONE 0 TOTAL --------0 ,i j INTRA—CITY CHARGEBACKS: ! VEHICLE OPERATIONS 1,748 j VEHICLE REPLACEMENT 1,632 WORD PROCESSING O I, ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE O 6 j TOTAL CAPITAL OUTLAY: �I RE -LANDSCAPING IN PARKS 360 100 TREES 10,000 2 -TON FLATBED TRUCK W/H 6,000 4 TREES FOR ARBOR DAY 400 _ TOTAL 16,760 e=vvvvvvv `� i l i i � a 1 CITY OF IOWA CITY I FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL'REQUEST 1510.0 FORESTRY/HORTICULTURE W APPROVED FOR FUNDING: Yes e. COST: $6,000 w. DESCRIPTION: l Purchase of vehicle N211 from Airport: crew cab, 2 -ton flatbed with hoist. JI WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: of I amount The completed cannot has nouck lable or on the Parks andrk to eCemetery Divisions. be be compl s Large amounts of productive work hours are lost every day when determining which truck is available, - — picking up the vehicle, loading tools and reversing the process at the end of the day. This situation is compounded by the additional time lost for Parks and Cemetery. Purchasing this used vehicle would save an anticipated $4,000 over the cost of a new unit. CITY MANAGER'S COMMENT: This truck will be used for wood chips resulting from tree trinming. Currently box and equipment must epending on availability. This change will increase the efficiency of be moved from truck to truck, d the forestry program. 1 IJ 167 i I CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1510.0 FORESTRY/HORTICULTURE COST: $23,190 APPROVED FOR FUNDING: Yes DESCRIPTION: $15,764 - Maintenance Worker II $7,426 -Temporary Employee Maintenance Worker II position to be transferred from Parks to Forestry. The position is listed as a Sr. Maintenance Worker in Parks, and is not filled. This position will be downgraded from a Sr. Maintenance Worker to a Maintenance Worker II position. The monetary difference realized from this change will be transferred to Forestry's 6130 temporary employees account. There will be no change in the total expenditures for personnel in the Parks & .Recreation Department. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Requests for service from residents, construction companies, and utility companies are:of such magnitude that they cannot be handled by one permanent, full time employee. The transfer of this position from Parks to Forestry will increase the Forestry Division's service level. The total number of authorized positions in the Parks and Recreation Department will not change. CITY MANAGER'S COMMENT: Necessary to provide minimal level of response to citizens. Transfer of personnel will not increase• budget. 168 J j CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 6 ' 1510.0 FORESTRY/HORTICULTURE � �^+ COST: $5,500' APPROVED FOR FUNDING: Yes 71 DESCRIPTION: . ;D > Purchase of 55 trees for street tree planting. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: J _., Currently, 45.trees„are planted annually. These additional 55 trees will be planted as part of the comprehensive street tree planting program proposed by the Forestry Division. Planting a total of 100 trees each year will, enable us to replace dead or hazardous trees which have been removed, and will allow us to keep pace with the planting required in newly developed areas of the .City._. . CITY MANAGER'S COMMENT: Current plantings are not sufficient to maintain level of trees in City. i� W J �J .: 169 R y{ N 1 1; 1 1 r L PROGRAM DIVISION STATEMENT DEPARTMENT: PARKS & RECREATION FUND: GENERAL PROGRAM: PHYSICAL ENVIRONMENT DIVISION: CEMETERY DIVISION PURPOSE: To provide a dignified, well-maintained setting for interments, assist the general public with lot loca- tions, deed transactions, sell cemetery lots, and to keep all cemetery records current. DIVISION GOALS: To maintain the current high level of grounds maintenance within the cemetery, at the Civic Center, and all other areas maintained by the cemetery staff. GENERAL DIVISION OBJECTIVES: To'tontinue to systematically replace the even age stand of deteriorating trees within the cemetery. 1. (See performance measurements 11.) 2l`' To not"exceed a' 10.6%'level of time -spent by the cemetery crew outside the cemetery _maintenance proportionally. 3. To repair 145 settled graves per year. 4. To repair 166 monuments. 5. To pin out 72 new grave spaces by December 1, 1984. PERFORMANCE MEASUREMENTS:' Est. Proj. FY82 FY83 FY84 FY85 1. No. of cemetery trees planted No. of cemetery trees removed 2. % of time spent outside cemetery by crew 3. No, of cemetery graves repaired 4. No, of monuments repaired by crew 5. .No. of monuments repaired by contract 6. No. of new graves pinned out 7. No, of detailed drawings of burial lots FY81 N8/A 9 4 y 4 6 4 5 4 22 10.64 9.4 10.6 10.6 35 145 143 145 145 2 136 170 136 136 50 39 28 34 30 0 57 119 50 72 N/A N/A 40 50 50 A� 170 t-� 171 DIVISION ANALYSIS: Performance measurements Nos. 1 and 5 are subject to change due to funding. e Performance measurement No. 2 - The FY83 figure is low because of lighter than normal amounts of snow, 6 resulting in less time spent on snow removal. Performance measurement No. 4 - The FY83 figure is high because the monuments repaired were easier and less w time consuming than normal, thus more could be done. �.� Performance measurement No. 6 -The FY83 figure is higher because the area chosen to be pinned was larger than normal and the entire area`was done. Figures from year to year will vary depending on size of new i areas. I� 171 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 15200 CEMETERY EXPENDITURES: PERSONAL SERVICES COMMODITIES -- SERVICES�AND CHARGES CAPITAL OUTLAY + TRANSFERS TOTAL I, PROPERTY TAX LICENSES 6 PERMITS CHARGES FOR SERVICES STATE GRANTS CEMETERY LOT SALES PERPETUAL CARE INTEREST MISCELLANEOUS 172 I ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSALBUDGET 77,044 82,796 87,799 87,799 7,808 8,299 7,853 7,810 19, 117. 19,177 18,708 18,976 4,201 8, 4711 5, 832 5, 832 0 700 0 0 108,640 118,743 120,192 --------- 120,419 172 I FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 73,693 89,847 89,386 8,578 10,000 8,382 0 400 100 1,446 0 0 15,220 12,016 10,890 8,968 6,430 10,961 735 .------ 700 -----_ 108,640 ---50 118,743 120,419 172 I CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 15200 CEMETERY PERSONAL SERVICES: POSITIONS 4 FYB4 FYB5 U BUDGET i 1. 00 1.00 1. 00 16, 285 19. 546 1,00 1.00 1.00 M W II - CEMETERY M.W III - CEMETERY SR. M. W - CEMETERY TEMPORARY EMPLOYEES OVERTIME 5,186 LONGGEVITY 3,302 FICA 1 IPERS HEALTH INSURANCE LIFE/D15AB INSURANCE 3.-o0 3 00 87,799 cccco =ocac TOTAL 1q f' fA h 6 f'E I b U BUDGET i 1. 00 1.00 1. 00 16, 285 19. 546 1,00 1.00 1.00 23,360 13.974 600 750 5,186 3,302 4,369 3.-o0 3 00 87,799 cccco =ocac ccocccsco 173 NONE TRANSFER TO: TOTAL 0 3 G INTRA -CITY CHARGEI3ACKS: VEHICLE OPERATIONS b, 6961 320 VEHICLE REPLACEMENT WORD PROCESSING ADMINISTRATIVE OVERHEAD 0 0 CBD MAINTENANCE -_ TOYAL---13_284- CAPITAL OUTLAY ASPHALT OVERLAY 4, 500 TREES1,000 GRADING OF GRAVEL --------- TOTAL ---5_832 �E w PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: PARKS 8 RECREATION PROGRAM: HUMAN DEVELOPMENT DIVISION: RECREATION DIVISION PURPOSE: The Recreation Division conducts a variety of leisure time recreational services for all populations, including organized activities and supervised play. The professional staff of the Recreation Division provides purposeful recreation programming by utilizing departmental and other community facilities. The Division strives to cooperate with all agencies and to coordinate activities with other recreational organizations in order to expand leisure time opportunities for the community. DIVISION GOALS: To increase the current level of leisure time opportunities, the number of people served, quality of program delivery, and to advocate the public awareness of the benefits of recreational involvement. GENERAL DIVISION OBJECTIVES: I To 'design and implement'a series of seminars and training materials to upgrade the skills of volunteer coaches and officials in Iowa City by June 1985. 2. To design and implement a verifiable work flow schedule by March 1, 1985, for completing required periodic preventative maintenance tasks on a timely basis. . 3. To develop an operational manual for Mercer and City Park Pool facilities in addition to updating the Recreation Center Pool manual by May, 1985. 4. To increase social/cultural arts awareness by providing two special events and two nature workshops by June, 1985. •5. To recruit volunteers that will give 300 hours of leadership for Special Populations Involvement programs by June 30, 1986. 6. Part of the FY85 operating budget request will include an expanded service level for several programs and activities. At present, there is a strong interest, both national and local, for many active activities, including aerobics and wellness associated programs. The expanded service level will allow the division to keep up with changing trends, and be more versatile in program offerings. 174 PERFORMANCE MEASUREMENT: Projected Projected FY81 FY82 FY83 FY84 FY85 Participation in Social/Cultural Activities 29,400 28,010 26,220 24,550 25,500 Participation in Sports/Wellness/Center 120,000 123,600 127,308 150,000 163,000 Activities Participation in Aquatics Activities 198,176 152,219 220,119 190,000 200,000 Participation in Special Population Activities 8,494 6,737 6,835 7,000 7,210 Number of Farmers Market Buyers 20,500 77,500 75,000 75,000 78,000 DIVISION ANALYSIS: m to The staf will her cies in the com unit improvef fthe delivery iofeleisure time program opporto relate with outside9tunirouties d Atvarie ynofeprocedural ldata owa Cwill be organiy zed into manual form in order to improve the quality of various recreation programs. Staff will continue to provide a variety of programs for all ages. Participation in Social/Cultural Activities shows decrease in FY82 to FY83 because of smaller attendance at playgrounds, kindergrounds and Children's Museum. Decrease from FY83 to FY84 is because aerobics has been transferred to Wellness Program. Participation in Sports/Wellness/Center activitiesaerobics figures have shows increase from FY84 because been included, and much more interest in other activities - volleyball has doubled and basketball and sh softball have own large increases. - y calendar year, instead of fiscal year. Projected F 1982 is down because of cool summer Participation in Aquatics is b weather, 1983 is up because of hot summer weather. Y84 figures are previous 5 year average. Some increase is projected in FY85 because of more general interest in lap swimming, and probable use of Mayflower (University) pool for some swimminglessons. Participation in S.P.I. act iviies is higher in FY81 because the figures include senior citizen activities t no longer conducted by the Recreation Division. 175 i I J RECEIPTS: --r PROPERTY TAX CHARGES,FOR SERVICES RECREATION FEES LESSONS ENTRY FEES ri r-f POOL ADMISSIONS i¢ F MOTEL TAX RECREATION RENTALS j EXPENDITURES:' CITY OF IOWA CITY MISCELLANEOUS !Y. 472,045 m PERSONAL SERVICES IJ COMMODITIES _ SERVICES SOUTLAYHARGES I�. 56,844 ---------- TRANSFERS 26,000 TOTAL I J RECEIPTS: --r PROPERTY TAX CHARGES,FOR SERVICES RECREATION FEES LESSONS ENTRY FEES FY85 POOL ADMISSIONS i¢ F MOTEL TAX RECREATION RENTALS h - `ggg RECREATION RESERVATIONS CITY OF IOWA CITY MISCELLANEOUS 418,936 472,045 FY85 OPERATING BUDGET RECEIPTS ANDOOXPECREATIENDITUROS SUMMARY 1,685 IJ 1,084 1,491 24,000 I�. 56,844 ---------- FY85 BUDGET ---------- 26,000 FY83 FY84 ACTUAL ESTIMATE DEPT REGUEST ADMIN FINAL PROPOSAL BUDGET 70,597 429,703 439,453 546,611 55,03B 585, ISO 55,252 12,327 37, 406 39,150 117, 863 115,850 131,025 131, 301 ^, 600 6,2100480 35,191 p 21, 214 26, 250 573 _ _ _ 22, 250 ---621_503 -- --------- --591_182 --621,503 ------- -767_865 _ 819_205 I J RECEIPTS: --r PROPERTY TAX CHARGES,FOR SERVICES RECREATION FEES LESSONS 176 ENTRY FEES FY85 POOL ADMISSIONS i¢ F MOTEL TAX RECREATION RENTALS h - `ggg RECREATION RESERVATIONS PROPOSAL MISCELLANEOUS 418,936 472,045 2,640 1,685 IJ 1,084 1,491 24,000 I�. 56,844 176 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 406,658 418,936 472,045 2,640 1,685 2,612 1,084 1,491 24,000 51,835 56,844 120,382 28, 064 26,000 86,222 82, 715 713,025 70,597 ,250 29,976 26,250 12,327 10,990 3,822 ^, 600 2, 2, 037 L, 696 573 _ _ _ ---591_182 ---621_503 -- 819,205 176 WRECREC .IIRI CLERK/TY'P C. PROGRAM MIN._. SEC.. — CREAWION SU i INSURANCE ,365 1 1 )ISAB INSURANCE ---------------1, TOTAL 11.00 11.00 585,189 177 TRANSFER TO: CITY OF IOWA CITY i, FY85 --_26_250 TOTAL 26,250 EXPENDITURESDOET 16100 RECREATION PERSONAL SERVICES: INTRA—CITY CHARGEBACKS: POSITIONS BUDGET 6, 469 5,6366 FY84 FY85 $ & GVMT BLDG 1.00 1.00 1.00 1.00 15,834 17,617 IONRECREATIO 1.00 1.00 17,617 ERVISOR 3. 00 3.00 65,633 TOTAL 1.00 1. 00 19,927 INTENDENT (PT) 1.00 1. 00 1.00 1. 00 32,133 15,660 AT I ON (PT) 2.00 2.00 21,179 EEBISOR 1,425 310,286 950 ---12_431 TOTAL 11:309 ' I 475 I � 41, 901 11,993 i INSURANCE ,365 1 1 )ISAB INSURANCE ---------------1, TOTAL 11.00 11.00 585,189 177 TRANSFER TO: i, RECREATION FACILITY RES --_26_250 TOTAL 26,250 i INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS 6, 469 5,6366 VEHICLE REPLACEMENT 0y WORD PROCESSING ADMINISTRATIVE OVERHEAD UANAN 1 i TOTAL 105 _--12, CAPITAL OUTLAY: ^; LOCKERS 1,4013 51000 — POOL GRATING POOL VACUUM 1,425 GAME TABLE & FOOSBALL T WINDOW COVERINGS IN REC 950 ---12_431 TOTAL -- 21,214 ' I , I � �l a, CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1610.0 RECREATION COST: $141,381 DESCRIPTION: Expanded Recreation Programs: Page 1 APPROVED FOR FUNDING: 0 Yes IW1E OFPROGRAM DESCRIPTION _ -__ TOTAL SALARIES-- TOTAL SUPPLIES TOTAL FOR ESL PROJECTED. REVENUE (FEES)_ Aerobics The Increase reflects: (1) an additional 20 weeks per year $31,044 S 2.760 $33,804 548,200 @ $215 • S8,3115). or 50 weeks/year Instead of 30 weeks/year; (2) an additional `yam Gymnastics (Ages 5-12) A new program offering that will be in great demand. S 3,700 S 3,000• S 6,200 class opportunity in schools; (3) an increase In wage from ' -300 children 0 $10 $6.75 to $10.00 to avoid losing instructors to other agencies not repeat as an expenditure. 3 Groups. per session IN that are Paying $10.00 presently. - Fees - $1.00 per session/518.00 for 20 use pass. •-• $ 1,513 - - Adult Football (Flag) Fall opportunity for team sport participation. Direct costs $ 2,053 S 260 5 2,313 $ 2,320 -, will be recovered through team fees @ $145.00• Costs based j S.P.I. (Special The addition of a drama program, trips, arts and Sports S 3,nnn S 15n $ 3,150 ,Softball Upon 16 teams. Populations lnvolvr..:.•nt) ake up the requested salary hw.re4ses. Supplies: Adult There is a demand for team opportunities In adult softball. $17,060 S 5,338 $22,398 $36,250 The additional cost relates to better use of diamonds in ' 145 @ 5250/team participants It 52.00/trip. scheduling. Approximately 400 additional games with one mnpire (58,00) and supplies. Basketball/Volleyball Increased expenditure Is due to new 4th, 5th, 6th grade $21,790 S 1,982 $23,780 $20,910 - program and now opportunities In schools fm• volleyball league play. Supplies; Basketball - $893; Volleyball - $1,089. ... _ Salaries:. Youth Basketball - S2,274; Youth Volleyball - $2,274; Adult Basketball - $5,692; Adult Volleyball - $11,550. (Projected Revenue - fees -- Youth Basketball - 300 @ 53.011 =a $900; Youth Volleyball - 75 @ 53.00 - $225; Adult Volleyball - 120 teams @ S95.00 - $11,400; Adult Oaskethall - 39 teams r. µ„•S @ $215 • S8,3115). `yam Gymnastics (Ages 5-12) A new program offering that will be in great demand. S 3,700 S 3,000• S 6,200 S 3,000 30 weeks of instruction. Initial cost for equipment will -300 children 0 $10 not repeat as an expenditure. 3 Groups. per session IN Building Supervisor This Increase Is pruvided su that on summer days the Center f 1,511 •-• $ 1,513 - - does not close to the public for an afternonn period. 14 , j S.P.I. (Special The addition of a drama program, trips, arts and Sports S 3,nnn S 15n $ 3,150 S 240 w. Populations lnvolvr..:.•nt) ake up the requested salary hw.re4ses. Supplies: drama and arts - $150. '(Projected Revenue - fees -- SPI trips; 3 trips @ 40 ' participants It 52.00/trip. (Continued) 178 TOTAL PAGE 1 $93,158 $110,920 i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST — ms - Page 2 (continued) DESCRIPTION: Expanded Recreation PrograTOM TOTAL PRrWECTED - TOTAL FRAl111E 1FEE5) _ SALARIES-__SD�PLIES F0�- --_ $17,fi66 'f15 ,660 'I OAnt. of f ROGRAII--- the Pocreasr Is to r+tend the outdoor swimminq season In the 517,66 I Aqualirs Fall and to eliminate the Ilercer Pool break. The increase ... i also covers an instructional nrngrmn from Ilovmnher - Hatch which is not presentlyy offered. rvn , 1 R Is anticipated Ill at eidd itionalnfees 1 The slwlm lesson pro9lt I To cost rrcoverY fn'mn ' 48 9 has nal histnr Trolly recnvrred�all nPe rat llq costs. t ZOfi --- ,$ 206 12 Vendors @ 2 1 ;; extended sessions HCl have Fannie Markel Increased salary of the 7lerkrt Hasler is necessary because the @ 52.00. number of vendors sand Marketn of participantsIket late, in thefail inc easod. 400 510,295 $10,295 Is requested. c a A'9S S Child Care - $1.00/hr. 6Jj Is o allow Artla liCullnrali The 1n.erni moild ls C.'re ibleeanl thetinc'Me aofnoppnrtunity Is e• pante fees - $2.00/class �1 val Child fare Oit, 075; Special often lrqurclr,l• fees 1+`�1101f1/S Childs Care - $6, ®� 5alirirs. Dance f.lass i Total $q,095. E11,781. $12,800 Events - $I „bu; HI«. Dm•ks lop - S7 0 tin ,711 S I,RDD 16o participants @ $80 Pcreatlua and special (40 per 4 2 -weak ( Y. 5U'ucturmf In „n ram for Aav aquatic" sport%,) play and sessions) Gu+mer Camp (5.12 Y' ) fo^'Ponnuts M oris/rraf LS. a�tMe as events. Sin.,Ie and w011.1119 parents wt�s well Aapurpnsrful $ 8.275 f preferable allmnative In child care. S 8,275 OI recreation n..prr irate. FICA$48,223 $38,803 ; TOTAL PAGE 2 GRAND TOTAL $141,381 $149,723 1i CITY MANAGER'S C014MENT: permission to change, revise and expand programs, based upon The Recreation Division should be granted p _ cOMMunity needs provided that: -Programs are approved by the Parks & Recreation Comllission. needs so that the low income and handicapped receive some -Program income covers program expenses. — to e {-Progogranlare broad enous as remainderof public. E 1, 179 _ p� i �f CITY OF IOWA CITY FY85 OPERATING BUDGET -� EXPANDED SERVICE LEVEL REQUEST w. 1610.0 RECREATION f to COST: $4,663 APPROVED FOR FUNDING: Yes, DESCRIPTION: Additional publications and printing. WHY SHOULD TNS EXPANDED SERVICE LEVEL BE FUNDED: The previous brochure was available to the public at two intervals. One was the summer brochure and the other was a fall, winter and spring brochure. Because of the long time period, programs in the fall, winter and spring could not be fully described and only general.facility and program information became available. The office staff has to give many program details to the potential participant as a result of this method. Detailed program description makes the amount of pages for 20,000 copies inappropriate for'in-house publication. m' 1 Printing Cost - Winter/Spring Brochure $1,069 4. Summer camp brochure $- 450 2. Printing cost in addition to in-house 5. SPI inclusion cost $1,644 method $1'038 462 3. Art work/typesetting Revenue will be increased with more efficient program information delivery. CITY MANAGER'S COMMENT: Opportunity to fund expanded programs exists through improved public information. 180 k I i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1610.0 RECREATION APPROVED FOR FUNDING: No ' I COST: $12,956 DESCRIPTION: - Portable Sound System - This system will have primary service for fitness and wellness for block parties, arts in the programs other than the social hall. It could be used programs. The extension of 'aerobics will return revenue in $2,500 parks and other similar f� excess of operating expenses. used to facilitate the entry and exit - Pool Accest - This,is a device sibility Equipmen $1,700 u of the handicapped to the swimming pool. tri=pully/wall mount exerciser, well- II) - Exercise Equipment - Includes bicycle/ergometer $1,055 ness and fitness programs. - The lane lines in swimming pools are more accessible and a� Storage Reel and Cover better protected with a reel and cover. The storage space needed is significantly $ 529 i reduced. - Office Ceiling - Two offices near social hall have no ceilings. The noise prevents two drop ceilings and needed ► f phone and office conversation. This expenditure is for $ 500 air movement duct work. Program Supervisor in Cultural Arts has no filing cabinets. This $ 420 - Filing Cabinets - is request for two vertical filing cabinets with lock and thumb latches. a $6,252 �- - Weights - Exercise, wellness and fitness programs. CITY MANAGER'S COMMENT: significant building maintenance expenditures required in the FY85 budget. Priority should There are to these expenditures before the above expenditures are approved. be given 181 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQEUST 1610.0 RECREATION COST: $10,000 annually APPROVED FOR FUNDING: No DESCRIPTION: Establish a fund for additional gymnasium space for a wide variety of activities, with specific plans, specifications and locations to be determined later. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The,present demand for gymnasium, space for programming is 206 hours per week and interest in recreation program participation for fitness and fun is growing. League acticity and growth has a tendency to encroach on available drop-in opportunity. Staff is concerned that without additional gymnasium time,''a poor program balance between structured and unstructured leisure time opportunities will develop. Because:we'must use the public school gymnasiums to meet present demand, schedules often are played, late at I between 8:00 and 11:00 p.m. or on weekends. With recreation division operated. gymnasiums, recreation programs would have priority and many more games and open play opportunities would be present. Significant program growth has occurred this year. With the new awareness of wellness and recreation, Iowa City must prepare to adequately meet future facility needs. !i Based on one additional full sized gymnasium, the Recreation Dept. would need the following: I� ✓ 1. Center Director $14,000 3. Part-time Recreation Leader $9,148 2. Part time Clerk $ 4,160 (44 hrs. $4/hr.) b (20 hrs. $4/hr.) 4. Part-time Janitor $5,824 (28 hrs. $4/hr.) TOTAL $33,132 It is probable that all salaries would be recovered by participant fees. CITY MANAGER'S COMMENT: This is a capital expenditure and should be considered by the City Council as part of the. Capital Improvements Program. t 182 + i PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: PARKS & RECREATION PROGRAM: HUMAN DEVELOPMENT DIVISION: PARKS DIVISION PURPOSE: To provide parks and their facilities for quality leisure time activities for the citizens of Iowa City and the general public. DIVISION GOAL: To maintain all parks and their facilities at the current service level based upon usage and demand and to service.and maintain other public facilities as assigned. GENERAL DIVISION OBJECTIVES: 1. Maintain a program of agricultural practices to improve turf on selected park areas.costs 2.: Continue the. use of chemicals and growth retardants on hard -to -mow areas to reduce . 3. Reduce dandelion and other weed problems in City Park and other park areas with spring and fall applications of chemicals. NEW DIVISION OBJECTIVES: 1.;' Replace existing lights on diamond #1 at Mercer Park with new metal halide fixtures by November, 1984. 2. Erect 'chain', link fence on all four (4) ball fields at Mercer Park for safety and appearance by November, 1984. 3. Develop a management plan for park, planning and maintenance to use in budgeting and development and as `a working model for employees. PERFORMANCE MEASUREMENTS: Actual Est. Proj. IFY81 FY82 FY83 FY84 FY65 No. of shelter reservations 11 per 1349 1358 1465 1500 1560 season No. of hours spent on mowing 4703 4748 5327 4790 4800 operations per season No. of hours spent on projects 2455 2428 1981 2200 22U0 for other City departments 183 184 Actual Est. Proj. FY81 FY82 FY83 FY84 FY85 jI No. of maint, acreage assignment 36.8 36.8 43.7 43.7 43.7 per employee �7 Dollar cost per acre of maint. 677.52 711.69 742.29 789.00 800.00 park & other non -park -properties Total gallons of fuel consumed 11,501 12,207 11,754 12,000 12,000 per fiscal year DIVISION ANALYSIS: _I 1 is high in FY83 because growing conditions (temporary and rainfall) were better, The number of hours mowing requiring more frequent mowing. ,.a for other city departments is lower in FY83 because of fewer work requests from other The number of hours departments. ,i J The number of maintenance acreage per employee is more in FY83-84-85 because of one less full-time _ employee. ' Total gallons of fuel consumed is lower in FY83 because of light winter snow, resulting in fewer hours a spent on snow removal operations.. 184 1® CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 16200 PARKS EXPENDITURES RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES SALE OF PARTS MISCELLANEOUS FY85 BUDGET ADMIN FINAL PROPOSAL BUDGET 267,932 26,818 95,817 3, 000. 10.000 --------- 403,567 n FY83 FY84 DEPT FY84 ACTUAL ESTIMATE REQUEST PERSONAL SERVICES 246,404 278,180 294,232 COMMODITIES 29,01B 28,714 29,052 SERVICES AND CHARGES 92,634 96,283 89,611 CAPITAL OUTLAY 992 2,800 3,000 TRANSFERS ------- O 101000 0 TOTAL 369,049 415,977 ------- 415,B95 RECEIPTS: PROPERTY TAX CHARGES FOR SERVICES SALE OF PARTS MISCELLANEOUS FY85 BUDGET ADMIN FINAL PROPOSAL BUDGET 267,932 26,818 95,817 3, 000. 10.000 --------- 403,567 n FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 363,996 408,552 393,198 923 3,671 3,854 627 100 3,500 3,502 ---------- 3,654 ---------- 3,015 369, 048 415,977 ---------- 403,567 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 16200 PARKS {ti PERSONAL SERVICES: , POSITIONS BUDGET N+ --------- ------ f i FY84 FY85 $ M. W. II PARKS' 4.00 4.00 71,352 i M. W. i I r. I - PARKS 3. 00 3.00 60, 864 M.W. - PARKS MOWING 2.00 1.00 20,754 �-� SR. SR. M. W.- PARKS CONSTRUCTIO 1.00 11.00 22,687 _ { - -✓ DAPuD DIIPFDTNTFNTIFNT 1,00 1.00 30,221 16, y00 3, 250 15, 199 11, 252 13,599 1_4-4 ---- 11.00 10.00 267,932 186 TRANSFER TO: PARK LAND ACQUISITION 10,000 TOTAL 10.000 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 43,754 VEHICLE REPLACEMENT 21,358 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 TOTAL -- 65,112 CAPITAL OUTLAY: 6' ROTARY MOWER 31000 TOTAL ----3_000 I, I , ■ I PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: PARKS & RECREATION PROGRAM: HUMAN DEVELOPMENT UNIT: PARKS & RECREATION COMMISSION DIVISION PURPOSE: jo recommend and review policies, rules, regulations, ordinances and budgets relating to the parks, playgrounds, recreation center and cultural functions of the City. DIVISION GOAL: To provide a year-round program of recreation and cultural activities and facilities at various locations throughout the community to meet the needs of a population having widely varied characteristics and interests. DIVISION OBJECTIVES: 1. To work with the staff and recommend a way to seek better cooperation with various diverse groups, such League and Girls Softball, in regard -to scheduling, ,use as Swim Club, soccer groups, Babe Ruth, Little of•facilities and funding. 2. Recommend to staff policies and procedures which will result in better control of facilities, mainte- nance, scheduling practice time, etc. - 3. Recommend in the capital improvements and operating budgets needed funds for parkland acquisition, - facilities and programs. �J J X11 I J PROGRAM DIVISION STATEMENT FUND: GENERAL DEPARTMENT: LIBRARY PROGRAM: HUMAN DEVELOPMENT DIVISION: DIVISION PURPOSE: Provide the residents of Iowa City and contractual service areas with information resources and library services as described in the Library Board adopted mission statement. DIVISION GOAL: Implement the goals and priorities for FY85 that are part of the Library Board's 5 -year plan. See LIBRARY PRIORITIES FOR THE 80's. GENERAL DIVISION OBJECTIVES: 1. Improve information service to people who come to the library and maintain ell other services, includ- ing'telephone reference service, at current levels. 2.Increase the efficiency of handling and the quantity of items added to the library collections so that 71%' of user's searches for a specific item are satisfied. 3. Increase awareness and use of homebound service and use of library by elderly. 4. Sustain the FY84 level of volunteer hours and maintain the amount of gift materials added and private funds received at 30% of new acquisitions of library materials. NEW DIVISION OBJECTIVES: 1. initiate first phase of personal microcomputer literacy program by June 30, 1985. PERFORMANCE MEASUREMENTS: FY80 FY81 ' FY82 FY83 I.A. Registered borrowersl 22,625 27,194 38,280 % IC residents who are registered 34.4% 46.2% 65.0% B.'i people entering the building 295,345 278,840 414.000 Per hour open 94.8 93.9 135.4 C. Circulation 424,370 434,660 487,070 D. Questions handled 33,460 32,224 44,610 i %-which are by telephone 47.1% 45.6% 32.4% llncludes Iowa City, rural Johnson Co., Coralville and fee card holders. J 188 45,300 73.5% 471,600 149.2 536,200 50,085 31.4% FY84 (e—t- 47,000 t.) 47 , 000 78% 495,000 154.7 575,000 55,000 30.0% FY85 (905T) 47,000 78% 520,000 162.5 600,000 57,750 30.0% 189 I FY80 FY81 FY82 FY83 FY84 FY85 (est.) (goal) - E. Meetings by non-library groups i 97 69 798 960 970 1000 F. Programs for children 366 286 474 472 475 475 Attendance 17,707 15,599 15,733 16,251 16,500 16,500 2.A. Circulation per book added (above 35 29.6 39.0 26.1 26.9 35.0 34.0 indicates collection is deteriorating) ,I B. Availability rate (% of collection on (1973) (FY79) shelf available for use) 63.2% 69.4% 70.2% 68.0% 70.0% 71.0% 3.A. Circulation to people 65 and over 9,195 11,219 13,129 14,910 16,000 17,800 7 B. Mailings sent to homebound borrowers 148 146 186 185 200 225 + l 4.A. % of acquisitions which are gifts or 23.6% 30.3% 34.1% 35.5% 33.0% 30.0% i t� purchased from grants or gift funds B. Volunteers in F.T.E. 1.2 1.0 2.5 2.4 2.5 2.5� 5.A. Two microcomputers for in-building use and 6 microcomputers for check-out plus 25 software packages by r. June 30, 1985.. DIVISION ANALYSIS: !I The Library may be the most popular tax-supported service in town: 98% of the community wants the library to maintain or improve all current services, even if it requires additional funding to do so; 75% of all — j Iowa City residents have library cards and 76% of those cardholders checked out materials last year. The quality of library service is now being threatened by its very success. Materials to be sorted and ,i shelved, for instance, increased from 715,000 per year in FY81 to 1,010,000 in FY83. By FY85 it will reach i an estimated 1,200,000 items. The potential for error and loss of materials has increased as reshelving turnaround time lengthens from 24 hours to 4 and 5 days during the busiest months, frustrating potential readers who cannot find materials on the shelves. ' Through automation, volunteers, work study and other low-cost labor sources as well as private fund-raising !1 the library has raised its level of productivity and support in the new building to sustain 35-100% growth ij in services , but a proportionate level of paid staffing and public funding must be provided to offer a reliable, acceptable response time to seekers of information and materials. �I el 189 I § 3 EXPENDITURES: �r 5 PERSONAL SERVICES COMMODITIES SERVICES SOUTLAYHARGE5 TRANSFERS TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS A16300PE DITURES SUMMARY FY83 FY84 ACTUAL j51 F 719,584 24, 537 21,650 § 3 EXPENDITURES: �r 5 PERSONAL SERVICES COMMODITIES SERVICES SOUTLAYHARGE5 TRANSFERS TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS A16300PE DITURES SUMMARY FY83 FY84 ACTUAL ESTIMATE 665,205 719,584 24, 537 21,650 141, 554 167,674 99,413 109,770 200 0 930,909 1,018,678 ---------- FY85 BUDGET ---------- DEPT ADMIN FINAL REGUEST PROPOSAL BUDGET 761,340 767,987 25,185 25,435 174,430 173,980 124,185 130,913 --------- --------- -------- 1_085_140 1_098_315 _---__-- J 190 RECEIPTS: FY85 FY83 FY84 ADMIN. - ACTUAL ESTIMATE PROPOSAL i PROPERTY TAX 729,130 30,801 875,168 32,341 935,519 33,961 LIBRARY FINES LIBRARY SERVICES 155,660 97,0000 91 115,380 INTEREST INCOME . CABLE TV CHARGEBACK 8,513 9,709 10,023 2,841 MISCELLANEOUS.'. 6,800 4,460 - 930, 909 1,018,678 1,098,315 jj e.vaooc000 co.-.ccovo- =--=__=-- J 190 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 16300 LIBRARY 1 =ACTH INSURANCE IFE/DISAB INSURANCE TOTAL (PT) (PT) (PT) (PT) 0, J. --------- 34.00 34.00 767,202 191 PERSONAL SERVICES: wl i i POSITIONS BUDGET FY84 FY85 f LIBRARY CLERK 2.00 2.00 2.00 2. 00 32,860 347, 73q SR. LIBRARY LIDRARY CLERK ASSISTANT I 2.00 1,00 2 00 1.00 18,872 M W, III - LIBRARY 2.00 2.00 38,41, LIBRARY LIBRARY ASSISTANT II ASSISTANT III 1.00 1.00 1.00 1.00 19,874 25,20E SR: -LIBRARIAN ADMIN. SEC.- LIBRARY 1.00 1.00 1. 00 1.00 19,251 21,65' LIBRARY COORD - CIRCULATION - COMMUNITY SE 00 1.1.00 1. 00 28, 071 28, 141 LIBRARY LIDRARY COORD COORD - INFORM SERV SE 1, 00 1. 00 1 . 00 327 84, 321 LIBRARY COORD - TECHNICAL rnnon - YOUTH SERVIC 1.00An 1. 00 25, 30.301 1 =ACTH INSURANCE IFE/DISAB INSURANCE TOTAL (PT) (PT) (PT) (PT) 0, J. --------- 34.00 34.00 767,202 191 wl i i 1+1 I I TRANSFER TO: NONE TOTAL ______ U I r I I i j INTRA -CITY CHARGE13ACKS: i{ VEHICLE OPERATIONS { ? VEHICLE REPLACEMENT 00 c WORD PROCESSING VERHEAD 0 ; e CBDIMAINTENANCE TOTAL ====1= CAPITAL OUTLAY: TYPEWRITER950 LIBRARY MATERIALS 125'290 CALCULATORS — 2 3'200 2 RECONDITIONEDPTYPEWRI - _-_ -- TOTAL -_130_913 ' . rd '; it MI I M f' II l CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1630.0 LIBRARY COST: $7,790 M �6d i J DESCRIPTION: (Priority H1) APPROVED FOR FUNDING: Yes Restore ability to reshelve library materials promptly by adding 35 hours a week of temporary part-time library aides. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Automation has allowed us to absorb this increase in the checking out of materials without any increase in staff. Volunteers, working 45 hours a week, have taken over nearly all checking in and preliminary sorting of items to be reshelved. Gifts valued at over $36,000 a year have helped maintain a collection large enough to satisfy this massive increase in demand. But it still takes one hour of staff time to reshelve'each 200 items.With an increase of 400,000 in the number of items to be reshelved annually, in FY85 it.will take at least 2,000 more hours (38/week) to reshelve library materials than it did in FY81, yet the staff available for reshelving is no larger than it was in FY80. A minimum -level of paid staffing is needed to insure accurate, timely reshelvinq of materials and to keep shelves in usable order: one hour staff per 200 items used. With no increase in the reshelving staff since FY80 we are now at lease 35 hours per week behind. Once this accumulated deficit is made up, we anticipate very small annual increases to handle the lower levels of circulation growth antici- pate very small annual increases to handle the lower levels of circulation growth anticipated after FY85. CITY MANAGER'S COMMENT: The value of the Library is reduced by inability to promptly reshelve hooks. This is a basic service which should be provided. 192 CITY OF IOWA CITY FYBS OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1630.0 LIBRARY COST: $7,603 APPROVED FOR FUNDING: Yes DESCRIPTION: (Priority N2) w Improve Information Services: =� 1. The addition of 15 hours/week of a temporary part time Library Assistant I ($4,495) 2. The addition of 10 hours/week of a temporary part time Library Clerk ($2,303) 3. Reclassification of Library Assistant I position to Library Assistant ($692) (reclassification appeal in process 11-83) WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Q xl 1. One part time Library Assistant I to back-up professional librarians at the information Desk allows two staff'to be on duty nearly all hours the Library is open. 2. One part time clerk frees current Library Assistants from lower level tasks to serve more hours at the Information Desk with professionals. 3. The Senior Library Assistant in the department, who has been attending graduate school in Library Science, will be relieved of clerical tasks and assume functional supervision of new part time clerical and paraprofessional positions, as well as continuing to serve in the highest level independent capacity at the information Desk and assisting professional staff in the development of automated community information files. Information is the Library's most used service except for checking out materials. 66.4% of users have - asked librarians to help select materials and find answers to questions; 40% have used telephone reference. CITY MANAGER'S COMMENT: The demand for these services continues to increase and is a vital part of meeting community needs.. m 193 sr a i 1 J CITY'OF IOWA CITY IN FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST m 1630.0 LIBRARY w COST $6,726 APPROVED FOR FUNDING: Yes W. DESCRIPTION: (Priority 83) S Additional funds for Library materials budget. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: ICPL's collection of 145,000 circulating items is not large enough to adequately serve 45,000 active -I borrowers and needs to be enlarged (one of the major purposes of building a new Library). In FY82 and FY83 thru massive rebinding and increased funds for books from both public and private funds, the Library was able to enlarge the collection despite large circulation increases. Continued circulation growth and a leveling off of gift funds will cause problems in the future unless the Library can increase its general library materials budget. Based on studies conducted in ICPL, 35 is the average number of circulations a book receives before it must be discarded or rebound. Therefore, if the ratio between annual circulation and books pur- chased or rebound is higher than 35, the collection is deteriorating; at 35 the collection.is just :.� being maintained; if the ratio falls below 35, the collection is growing. The Library Board is trying to lower the circulation/acquisition ratio one point a year in order to reach a ratio of 30 circula- tions per new book added by FY89. To meet the Board's FY85 goal of adding one new book for each 34 circulated plus maintaining other collections, it is estimated the Library needs $146,400 for library materials in FY85. Assuming i $119,000 for the CSL budget (FY84 plus the inflation factor) and $22,000 from gift funds, the Library needs $6,400 to total $146,400. This will purchase approximately 637 books at an average FY85 cost of $10.06 each plus 500 each for processing supplies. -1 CITY MANAGER'S COMMENT: J The foundation of the Library is an adequate collection. The Library has had increased support from private sources in recent years. The City's contribution to the collection will continue to encourage Private support. 194 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1630.0 LIBRARY APPROVED FOR FUNDING: *Contingent _ Yes COST: $11,437 DESCRIPTION: (Priority k4) i Micro -Computer Literacy Project: ` 1 1. Addition of 10 hours/week Librarian II (permanent part time) to select hardware and software, i train staff and public in use of personal micro -computers ($6,290). 20 hours/week Library Aids (temporary part time) to assist with mechanical operations R 2. Addition of of micro -computers ($4,605). 3. Provide maintenance on equipment ($542). �) j WHY.SHOULD.THIS.EXPANDED SERVICE LEVEL BE FUNDED: z 1. Current half time permanent Librarian II, who is the subject specialist in computers, will add trends, advise other staff and hours to 3/4 time to expand expertise in hardware and software public on their selection, training and use of micros. Part time Library Aides will be available during more hours to assist the public in mechanics 2. of operating equipment and relieve professional staff to answer more complex requests for information. 3. Maintenance on equipment costs. (All equipment and software will be purchased with gift funds.) Providing micro -computers and compatible software for public use is the only new service the Library Of new services which the Library might offer, Board's list of BASIC PRIORITIES FOR THE 80'S. potential were interested in micros, including over 50% of every age group. It was the only 68% of the community new service besides mail delivery which interested those over age 50. 2/3's of every income level and in having access to personal computers every occupational and educational background expressed interest at the Library. CITY MANAGER'S COMMENT: New services of a high technology nature should be funded by charges or other than City sources. *If Library can identify alternative funding sources, approval should be granted. Note: The Expanded Service Level was not included in the FY85 Budget. It will be added to the budget when an alternative funding source is found. 195 CITY OF IOWA CITY �l FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQEUST irti . 1630.0 LIBRARY IrA APPROVED FOR FUNDING: Partial !a COST: $500 w DESCRIPTION: (Priority 05) I# ' Cable TV Franchise -Fee Request: 1. $250 additional transfer from Cable Television Franchise fee to Library supply budget. 2. $250 additional transfer from Cable Television Franchise fee to Library travel budget. WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: -1 To offset Library costs for cables, adapters, videotape and related supplies used by community access J producers in the Library's.AV production lab. ;-:So'share the cost of attending the National Federation of Local Cable Programmers annual meeting by the,AV lab assistant whose salary is paid by the franchise fee. This meeting is the minimum require- ment to keep the lab assistant's knowledge of cable TV production related techniques and issues current, and the Library has been bearing the full expense for two years. CITY NANAGER'S COMMENT: kly� -$250 for supply budget - approved to meet operating needs. -Travel increase - not approved. 196 i FUND: GENERAL PROGRAM: IIUMAN DEVELOPMENT DIVISION PURPOSE: PROGRAM DIVISION STATEMENT DEPARTMENT: PARKS & RECREATION DIVISION: ADMINISTRATION — Direct and coordinate operations in the Department's six divisions: Recreation, Parks, Cemetery, Forestry, Government Buildings and Central Business District Maintenance; and provide staff liaison for the Parks and Recreation Commission. DIVISION GOAL: To provide a wide variety of Parks and Recreation services and programs through the efforts of a well motivated, efficient work force at a level of service desired by the City Council. GENERAL DIVISION OBJECTIVES: 1. Prompt dissemination of information from the Council, City Manager, Parks and Recreation Commission, and other departments and divisions to appropriate division heads and divisions. 2. Systematic monitoring of divisions to ensure that each is functioning at capacity for the complete budget year. 3. Avoid duplication of services within City government, and attempt to avoid duplication of parks and recreation services and facilities that are offered by other governmental units or private enterprise. PERFORMANCE MEASUREMENTS: 1. Effectiveness will be reflected in how well divisions serve the public. This will be determined by the frequency of legitimate complaints. 2. Quality will be measured by results and comments on City monthly survey, on the request for service forms available at the Recreation Center and some parks, results of eight -block area Leisure Needs Study, and use surveys conducted at the Recreation Center. 3. Avoidance of duplication will be accomplished by staff meetings and with quarterly meetings with the Library staff and Senior Center staff. We will meet as necessary with other groups, such as University Recreation Service, Coralville Park and Recreation Department and Kirkwood to plan and schedule programs. DIVISION ANALYSIS: To maintain the current level of service, it will be especially important to closely monitor each division to assure that they are working at capacity. 197 f"I L_ iV i I h.1 FY85 BUDGET---------- FYB3 EXPENDITURES: DEPT ADMIN FINAL iFla ESTIMATE REQUEST PROPOSAL BUDGET I� 69,534 66,058 PERSONAL SERVICES 325 COMMODITIES 265 SERVICES AND CHARGES ., TOTAL 2,175 2,247 66,786 71,545 ---71_545 --------- — —70_498 --------- --------- ---70_470------_-- J RECEIPTS: PROPERTY TAX LV Irl CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 16500 PARKS & RECREATION ADMIN Im ---------- FY85 BUDGET---------- FYB3 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 64,546 69,534 66,058 67,958 325 260 265 265 11915 --------- 1,751 --------- 2,175 2,247 66,786 71,545 ---71_545 --------- — —70_498 --------- --------- ---70_470------_-- Im FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 66,786 71,545 70,470 66,786 71,545 ---------- 70,470 Im CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 16500 PARKS & RECREATION ADMIN PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 $ SR. ACCOUNT CLERK -PARKS & RE 1.00 1.00 17,051 PARKS & RECREATION DIRECTOR 1.00 1.00 42,097 OVERTIME 100 LONGEVITY 200 1PERS 2 194 , HEALTH INSURANCE 1,949 LIFE/DISAB INSURANCE 427 TOTAL 2.00 2.00 67,958 r 199 NONE TOTAL TRANSFER TO: 0 - •--------- i i INTRA -CITY CHARGEBACKS: F�{� VEHICLE OPERATIONS 0 VEHICLE REPLACEMENT 0 WORD PROCESSING 0 ADMINISTRATIVE OVERHEAD 0 Er� CBD•MAINTENANCE 0 j i TOTAL 0 CAPITAL OUTLAY: NONE . TOTAL I� V^,a 1 1-e r� PROGRAM DIVISION STATEMENT FUND: GENERAL PROGRAM: HUMAN DEVELOPMENT DEPARTMENT: CITY MANAGER DIVISION: SENIOR CENTER DIVISION PURPOSE: To operate a Senior Center facility from which an array of services, programs and activities that support independent living, stimulate personal growth, and provide a channel/forum for intercommunity relationships among participants are effectively assembled and promoted. DIVISION GOAL: To support the effort to maintain or improve a personally acceptable quality of life for Johnson County senior citizens. GENERAL DIVISION OBJECTIVES: 1. To make the general community and particularly the elderly aware of the Senior Center through distribu- of the media, and speaking engagements.. tion of. a monthly newsletter, use the 2. .To effectively coordinate availableon by participants, servicices e providerse5andrstaffelderly of Johnson County annual can mplement 3. To programsiandtactivitiesywhich unity a they deemimporcal tant.in maintainingom which oint frorimproving plan, aginform ofnize and �l, e. share 4 eTo xpertiseeaan nd coordinate for their services agencies elderly and tothe dfacilitateto cmonthlynmeetings �ofhthe Service Providers -Organization. source of data on the elderly of Johnson County to 5. To serve city, county and other entities as a facilitate the planning process.research and continuing education. 6. To promote a cooperative exchange with the University for training, 7. Facilitate operation of Eldercraft Shop. 8. To provide staffing for the Senior Center Commission. 200 I PERFORMANCE MEASUREMENTS: ....rv.......•-....•.�• :.. n�.u....v ._...n._v-. !Y.•v:.-��T�Nm'aVn'afen. n. mrry,' .I SENIOR CENTER USAGE (Those signing in using numberea complimentary cards) F' t Half — Classes 24 Services 29 Special Events 260 201 I ACTIVITY OR SERVICE FY82i irs FY83 FY84 FY85 Senior Center 36,090 D 57,545* City 30,295 0 47,882 D County 4,307 D 7,173 0 Visitors 2,724 D AARP 472 U/1597 D 398 U/1970 D ADP -- 54 U/372 D+ Congregate Meals 33,918 U 55,578 D ESA 294 U/544 0 762 U/1192 D SEATS 330 U/5001 D .370 U/4851,D Other ,. .. 3,240 D 4,126 D U,= Unduplicated D =Duplicated `*approx. 10% of participants do not`sign in " +4th qtr. figures VOLUNTEER CONTRIBUTION (hrs.) First Half ACTIVITY FY820 FY83 FY84 FY85 Senior Center Post 441 965-1/4 Guide/Host 3,755 4,593-1/4 Eldercraft Shop 2,448 3,803-1/4 6 Library 91 293-1/2 " Teachers 631 977 Other 256 1,283-1/2 Total 11�3Td dopen 10 months Classes 24 Services 29 Special Events 260 201 202 I DIVISION ANALYSIS: i i If the Senior Center were to be granted an additional professional staff person we would thereby providing be able to for further q 9 _ actively recruit teachers for new classes and create more volunteer slots If not, theSeniorill nter wand continue to %1 opportunities for the elderly to teach, learn, share andgrow. rams, activities encouraging p articip ation in ongoing programs, reinforcing work on strengthening existing the efforts of the community to serve the elderly of Johnson County. TT� 's. IJ 202 I I i i i _i I I I q 9 _ I t i %1 9 TT� 's. 1 I. CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS 6700 SENIORCENTER EXPENDITURES: ---------- FY85 BUDGET --- ------ FY83 FY83 ACTUAL FY84 ESTIMATE DEPT REQUEST ADMIN FINAL PROPOSAL BUDGET PERSONAL SERVICES 87,747 94,471 6,270 99,337 6,459 102,073 6,459 COMMODITIES SERVICES AND CHARGES 4,584 58,083 69,050 73,288 3,924 71,977 15,924 CAPITAL OUTLAY 4,000 4,000 200,433 4,000 TRANSFERS --------0 --- _ TOTAL --154_430 --173,799 --183_008 -200_433 --------- RECEIPTS: FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL PROPERTY TAX LOCAL GOVERNMENTAL AGENC 123,228 31,0903 138,899 34,600 39 161,080 266 MISCELLANEOUS ---------- _-------_- -------103 154,430 173,799 200,433 203 1 I 204 TRANSFER TO: PARKING OPERATIONS 4,000 TOTAL 41000 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 181 VEHICLE REPLACEMENT 0 WORD PROCESSING 3,675 CBDIMITENNCVERHEAD UANAE TOTAL -_- 3,856 CAPITAL OUTLAY: ENERGY MANAGEMENT SYS 12,000 12 TABLES FOR 2ND FLOOR 3,924 TOTAL 15,924 CITY OF IOWA CITY FY85 OPERATING 11' EXPENDITURESDGET 16700 SENIOR CENTER *i PERSONAL SERVICES: POSITIONS BUDGET u--------- ------ �:� FY84 FY85 4 M. W. •I I - SR. CENTER 1. 00 1.00 17,006 PROGRAM SPECIALIST 1.00 1.00 1.00 1.00 23,095 26,637 l SR. CENTER COORDINATOR SR. CLERK/TYPIST' - SR. CENTE(PT) 2.00 2.00 16,163 TEMPORARY EMPLOYEES 2,400 I OVERTIME 400 J LONGEVITY 51826 i FICA I 4,322 H INSURANCE HEALTH 5,343 543 LIFE/DISAB,INSU. I- ----- --_ -----_ - I TOTAL` 5.00 5.00 102,073 I 204 TRANSFER TO: PARKING OPERATIONS 4,000 TOTAL 41000 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 181 VEHICLE REPLACEMENT 0 WORD PROCESSING 3,675 CBDIMITENNCVERHEAD UANAE TOTAL -_- 3,856 CAPITAL OUTLAY: ENERGY MANAGEMENT SYS 12,000 12 TABLES FOR 2ND FLOOR 3,924 TOTAL 15,924 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1670.0 SENIOR CENTER I' COST: $12,000 APPROVED FOR FUNDING: Yes DESCRIPTION: Building Energy Management System (EMS). f Install, fine-tune and monitor an E.M.S. with functions of time -of -day programming, duty cycling,] and peak demand shifting -user programmable. } WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The EMS will eliminate.present human error in management of sophisticated building mechanics by computerizing the heating and air conditioning controls making it more efficient, cost-effective and n controllable. The structure is the third largest individual energy user in the City's -real estate inventory spending $40,800 last fiscal year. The size of the equipment and amount of energy use :I warrants the request for such an investment. Preliminary estimates indicate a straight line payback of under 6 years. It will reduce the amount of dependency on non-renewable energy sources by better u �- utilizing what is purchased. Only minimal cleaning and maintenance costs ($100/yr.) and no further capital outlay. It is forseen to reduce structure's utility costs by $2,000%year minimum. CITY,FNtlAGER'S C0F4tENT: Will provide more effective use of energy and provides payback within six years. I I r J `I F 4, 205 =i r 1�V i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1670.0 SENIOR CENTER w APPROVED FOR FUNDING: Yes I" COST: $3,924 ua DESCRIPTION: Twelve rectangular 3' x 5' tables $2,136 Twelve square tables $1'788 IJ WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: I The Senior Center; as in by Council, is all, programming to develop on the second floor. However; we: have stretched furniture purchased for 2S2 floors as far as we can. I CITY MANAGER'S COMMENT: Approval of use of more space requires additional furniture. „ w I i 206 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 1670.0 SENIOR CENTER COST: $22,449 APPROVED FOR FUNDING: No DESCRIPTION: Volunteer Specialist WHY. SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: From September 1982 - 1983 one staff person coordinated 181 regular volunteers who contributed '12,000 hours. These volunteers were responsible for publishing a monthly newspaper, managing a retail shop, running 'a host/guide program, staffing a library and teaching classes. This staff person was also responsible for coordinating 24 different classes, 260 programs, and 29 different services. To expand the volunteer opportunities and offer more diversified programs and activities demands the creation of a new position. CITY MANAGER'S COMMENT: Level of service being provided is currently satisfactory and appears to be meeting community needs. ae 207 EI r r-� i en , r" J FUND: GENERAL PROGRAM: HUMAN DEVELOPMENT DIVISION PURPOSE: PROGRAM DIVISION STATEMENT. ^Q DEPARTMENT: CITY MANAGER \ DIVISION: SENIOR CENTER COMMISSION To serve in an advisory role to the City Council and Johnson County Board of Supervisors in regard to the needs of the Senior Center. DIVISION GOAL: To monitor the operation of the Senior Center to ensure that an environment is created which will support the efforts of Johnson County senior citizens to maintain an acceptable quality of life. DIVISION OBJECTIVES: 1. To make recommendations with regard to policies and programs of the Senior Center. 2. To join staff and other interested persons in seeking adequate financial resources for the operation of the Senior Center. 3. To encourage full participation by senior citizens in the programs of the Senior Center. 4. To ensure that the Senior Center is effectively integrated into the community and cooperates with organizations with common goals in meeting the needs of senior citizens. 5. To serve in an advocacy role with regard to the needs of senior citizens in Johnson County. DIVISION ANALYSIS: The 'Commission meets monthly to receive input from the elderly community and service providers, to guide the staff in operation of the facility and to make recommendations to the City Council and Johnson County Board of Supervisors on programs and policies relating to the elderly. 208 J I� BEGINNING BALANCE TOTAL BALANCE J IES CITY OF IOWA CITY FY85 OPERATING BUDGET PARKING OPERATIONS FY83 ACTUAL 452,392 452,392 0 136,054 1,648 0 118,227 5,006 482,543 3BB, 315 40 129, 916 1,261,494 -388,284 -19,079 -173,978 -65 -519,562 -11100,968 FY84 ESTIMATE 612,918 612,918 0 124,800 1,300 0 132,000 5,220 628,800 293,520 0 0 4,500 1, 190, 140 -416,305 -18,321 -190,624 0 -527,265 -1,152,515 612,918 650,543 T FY85 BUDGET 650,543 650,543 0 124. 800 1,200 141,113 5,400 681,160 293,400 0 0 4,600 1,251,693 -499,900 -19,392 -217, 122 -30,600 -778,465 -1,545,479 ---356_757 TOTAL RECEIPTS PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES r+' CAPITAL OUTLAY r" TRANSFERS I TOTAL DISBURSEMENTS r` ENDING BALANCE I I J CITY OF IOWA CITY FY85 OPERATING BUDGET PARKING OPERATIONS FY83 ACTUAL 452,392 452,392 0 136,054 1,648 0 118,227 5,006 482,543 3BB, 315 40 129, 916 1,261,494 -388,284 -19,079 -173,978 -65 -519,562 -11100,968 FY84 ESTIMATE 612,918 612,918 0 124,800 1,300 0 132,000 5,220 628,800 293,520 0 0 4,500 1, 190, 140 -416,305 -18,321 -190,624 0 -527,265 -1,152,515 612,918 650,543 T FY85 BUDGET 650,543 650,543 0 124. 800 1,200 141,113 5,400 681,160 293,400 0 0 4,600 1,251,693 -499,900 -19,392 -217, 122 -30,600 -778,465 -1,545,479 ---356_757 PROGRAM DIVISION STATEMENT FUND: ENTERPRISE DEPARTMENT: FINANCE PROGRAM: HOME 8 COMMUNITY ENVIRONMENT DIVISION: PARKING SYSTEMS DIVISION PURPOSE: To operate and maintain the City's on and regulations, primarily in the CBD. off-street parking facilities and to enforce appropriate parking DIVISION GOAL: To operate the Capitol Street and Dubuque Street enforcement in the CBD. parking ramps and to provide a high level of parking GENERAL DIVISION OBJECTIVES: I. To operate the parking ramps in such a periods of usage. manner to facilitate the parking demands, especially during peak 2. To maintain a current level of enforcement in metered and permit areas. 3. To maintain an ongoing maintenance program of meters. 4. To maintain physical structures of.parking ramps., PERFORMANCE MEASUREMENTS: FY80 FY81 FY82 FY83 Proj. FY84 Proj. FY85 Hours of usagePM-,Capitol St. Ramp (8 AM -100 PM) 117,136 ) 793,518 1,267,838 1,471,153 1,560,000 1,560,000 Hours of usage - Dubuque St. Ramp No, of nightly parkers (10 PM to 8 AM), 124,978 358,577 451,224 460,000 ' 500;000 Capitol Street'Ramp 8,013 51,859 65,113 52,000 52,000 Dubuque Street Ramp (3 mos.) 4,449 23,159 41,020 30,000 33,000 Metered Lot Revenue ({) 73,027 Street Mete` Revenue (E) 168,461 (3 67519 65,805 65,411 69,000 69,000 No. of Faulty Meters 166,469 173,398 176,207 180,0nn 180,000 Reported 1,774 No. Found Faulty 1,001 1,410 857 1,340 1,828 1,400 1,200 No. of Meters Rebuilt 265, 180 859 206 1,127. 546 1,000 750 No. of Tickets Issued 90,354 No. of Cars Impounded - 107,882 118,135 103,532 600 105,000 600 105,000 373 350 375 210 :.j 211 I DIVISION ANALYSIS: At the present time there are many changes taking place in the CBD. Because of these and other possible — changes it is difficult to project the effect they will have on our system. The meter maintenance and impound programs will be continued at their increased rate, enforcement will continue at its present rate in the CBD and odd -even area and the attendant controlled off-street ramps will be maintained and operated. r 211 I CITY OF I0WA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 41100 PARKING OPERATIONS EXPENDITURES:' PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: 212 ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 388,284 416,305 499,900 499,900 19,079 18,321 48,872 19,392 173,978 190,624 136,828 217,122 65 0 600 30,600 519,562 527,265 0 778,465 --------- --------- 1, 100,968 --------- 1, 1.52, 515 --------- 686,.220 --------- 1,545,479 212 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 136,054 124,800 124,800 1,648 1,300 1,200 118,227 132,000 141,113 5,006 5,220 5,400 482,543 628,800 681,180 388,315 293,520 293,400 40 0 0 129,145 0 0 516 4,500 4,600 ---------- 1,261,494 ---------- 1,190,140 ---------- 1,251,693 212 0 213 TRANSFER TO BONDS & INTEREST SINKING 448,865. RENEWAL & IMPROVEMENT RE 60,000 GENERAL FUND, PARKING FI 249,600 INTERFUND LOAN REPAYMENT 20,000 TOTAL 778,465 INTRA -CITY CHARGEBACKS: CITY OF IOWA CITY l FY85 if CBD MAINTENANCE EXPENDITURES 10_3,4_07__ 41100 I'1 OPERATIONS PERSONAL SERVICES: M. W. I -PARKING PARKING CASHII POSITIONS PARKING ENFOR M. W.11 - PARK =✓ M. W. III-PARKI'. FY85 $ M. W. III-PARKI 2.00 3. 00 2.00 3.00 M. W. III-PARKI :R ;EMENT ATTENDAN 2:00 ENERGY CO RDI 29 31.294 PARKING SYSTE 1.00 PARKING CASHI 18,713 18,655 PARKING ENFOR 1.00 1.00 TEMPORARY EMP 20,523 OVERTIME ^ LONGEVITY 17,.843 ERSUPER INTENDEN FICA 12. 00 100, 575 IPERS -jl 3.00 HEALT RP LOYEES _. _ .... LIFE/DISABUI� 4,000 j 2,275 ' 29; 015 23, 039 _J I f 0 213 TRANSFER TO BONDS & INTEREST SINKING 448,865. RENEWAL & IMPROVEMENT RE 60,000 GENERAL FUND, PARKING FI 249,600 INTERFUND LOAN REPAYMENT 20,000 TOTAL 778,465 INTRA -CITY CHARGEBACKS: CITY OF IOWA CITY 12,753 FY85 GET CBD MAINTENANCE EXPENDITURES 10_3,4_07__ 41100 PARKING OPERATIONS PERSONAL SERVICES: POSITIONS BUDGET FYB4 FY85 $ SYSTEMS 2.00 3. 00 2.00 3.00 30,254 47,634' :R ;EMENT ATTENDAN 2:00 2.00 29 31.294 ING SYSTEMS NG, SYSTEMS METE 1.00 1.00 18,713 18,655 40` NIGHT CREW NG SYSTEMS ELEC 1.00 1.00 1.00 1.00 20,523 NATOR I. 00 1.00 17,.843 ERSUPER INTENDEN (PT )12.00 12. 00 100, 575 CEMENT ATTENDAN(PT) 3.00 3.00 23.500 LOYEES _. _ .... 4,000 2,275 ' 29; 015 23, 039 30,366 NCE 2,478 SURANCE , ----- --------- TOTAL _____ 31.00 31.00 499,900 0 213 TRANSFER TO BONDS & INTEREST SINKING 448,865. RENEWAL & IMPROVEMENT RE 60,000 GENERAL FUND, PARKING FI 249,600 INTERFUND LOAN REPAYMENT 20,000 TOTAL 778,465 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS VEHICLE REPLACEMENT 12,753 WORD PROCESSING ADMINISTRATIVE OVERHEAD 83,6560 CBD MAINTENANCE TOTAL 10_3,4_07__ _ CAPITAL OUTLAY: FEE COMPUTERS, RAMP A 30,000 CASHIER CHAIRS --- - TOTAL - 30,600 BEGINNING BALANCE TOTAL BALANCE INTEREST INCOME 'TRANSFER FROM OPERATIONS MISCELLANEOUS TOTAL ,RECEIPTS CAPITAL OUTLAY TOTAL DISBURSEMENTS ENDING BALANCE CITY OF IOWA CITY PARKING,OBONDT&NIGNTUSINKING FY83 I ACTUAL ESTIMATE BUDGET - I -_ 269,456 -_ 285,207_ 286,182' 269,456 285, 207 286,182 !• 1: . 459, 5602 447, 260 448,865 - - -- ---447,265 R 459,562 -_ - _448,865. -- 443_811 --_446_ 290 -443,065 -- 811 _ 443_ -- - _446,290 443065 --------- 285,207 286,182 291,982 r •I !-I i II i 1 214 m CITY OF IOWA CITY PARKING, BONDGRESERVE FY83 BEGINNING BALANCE FY85 BUDGET TOTAL BALANCE INTEREST INCOME 545,508 MISCELLANEOUS-: 455,601 545,508 ------ 455,601 J 0 TOTAL RECEIPTS 0 TRANSFERS. ,. TOTAL DISBURSEMENTS _ ENDING BALANCE -------- U ---------- —89,907 CITY OF IOWA CITY PARKING, BONDGRESERVE FY83 FY64 ESTIMATE FY85 BUDGET ACTUAL 545,508 455,601-- 455,601 545,508 ------ 455,601 455,601— ---- ---— 0 0 0 ---------- ---------0 ---------0 -------- U ---------- —89,907 ---------0 0 __—_—__--- -89,907 ________-- 455,601 455,601 455,601 cvoco�c_c_ -_- -- 215 0 I BEGINNING BALANCE TOTAL BALANCE INTEREST INCOME TRANSFER FROM OPERATIONS TOTAL RECEIPTS CAPITAL OUTLAY TRANSFERS_ TOTAL DISBURSEMENTS ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET PARKING RENEWAL & IMPROV RES FY83 FY84 ACTUAL ESTIMATE 122,100 283 --- 122,100 ------- 283 ---------- ---------- 60,000 ----60,000 60,00060,000 --- ---------- ---------0 -181,817 - - --- ------- -181,817 --- ------- ---------- 283 60,283 =cvo=e vee =vv==vvvve 216 FY85 BUDGET 60,283 ----60,283` ---------0 ------ 60_000 60#000 ---------- -95,000 _95_000 --- 25,283 ev=v=vasa. n CITY OF IOWA FY85 OPERATING CITY BUDGET DPERATIONS - POLLUTION CONTROL a F FY84 ESTIMATE FY85 BUDGET a L ACTUAL G111, !'1 327,577 242, 354 746 r BEGINNING BALANCE --------- ` ---248,354 111,746 327,577 ---------- TOTAL BALANCE --- ------ 1, 202, 913 _________ 1,236,7866 1,422,3070 CHARGES FOR SERVICES WATER SALES 28,96875 0 25,0000 040 19,2450 LOCAL GOVERNMENTAL.AGENCIES J• INTEREST INCOME .SALE: OF. PARTS• 4, 47,991 43,600 2,573 0 750 INTERFUND LOAN`REPAYMENT _-573 ------ MISCELLANEOUS ----- 1,307.959 TOTAL RECEIPTS _1,280,763 __466,387 -1.442,302 -455,038 PERSONAL SERVICES -391,544 _59,410 -92,085 _390,5050 -72,895 . -400,00 COMMODITIES AND CHARGES -298,463 -10,328 _529,590 -565,816 CAPITAES CAPITAL OUTLAY -606,241 _ _ -- _----_---- TRANSFERS ----�----- -1,365,986 --_-__ - 1,438,567 -1,498.422 ---------- .„v i.4 ___ _ _.,TOTAL:,DISBURSEMENTS ---------- ---------- °'�-• r G111, ENDING BALANCE 242,354 746 55,626 it J I I I _ I 217 n PROGRAM DIVISION STATEMENT FUND: ENTERPRISE DEPARn4ENT: PUBLIC WORKS PROGRAM: PHYSICAL ENVIRONMENT DIVISION: POLLUTION CONTROL DIVISION PURPOSE: The Pollution Control Division operates and maintains the Pollution Control Plant, 11 lift stations, approximately 155 miles of sanitary sewers plus the storm sewer system and the stormwater detention basins. DIVISION GOAL: The goal of the Pollution Control Division is to provide a comprehensive program for the collection and treatment of wastewater that will assure a safe and healthy environment for the citizens of this area. GENERAL DIVISION OBJECTIVES: 1. To collect and treat all of the wastewater from the Community without interruption except for wet weather flows that exceed plant capacity. 2. Clean ten miles of sanitary sewers that have recurring problems by June 30, 1985. 3. Televise sewers with known problems and televise sewers in new subdivisions. 4. Inspect all of the 30 identified problem spots at least once each week and remove, any, stoppages observed. NEW DIVISION OBJECTIVES: 1. To work with-staff,and consultants to provide input and review alternatives to upgrade the existing plant and phased construction of new facilities as approved by City Council PERFORMANCE WASUREMENTS: Y.T.D. Est. 218 w RI CAi. ri c.�c w II FY80 FY81 FY82 FY83 PY84 FY85 Million gallons treated quarterly 695 729 915 807 — 850 Miles of sewers cleaned annually 10 16.3 17.4 15.6 -- 10 Feet of sewers televised annually --- --- 3277 0 2000 Labor hours spent checking recurring 65 54 89 67 --- 60 problems (weekly avg.) 218 w RI CAi. ri c.�c w II J Y.T.D. Est. FY80 F78 F,182 FY83 Fy84 FY85 -- 6 JJ Hours spent monthly with staff and - consultants reviewing plans 6 equipment �. selection DMSION ANALYSIS: 1. FY63 flow below estimate due to very dry spell last quarter of fiscal year. Flow is presently esti- ny mated to average about 9 M.G.D. g, We were able to clean more sewers in FY82 due to fewer major repair requirements. 3. Televising sewers has identified problems in both new and existing sewers. 4. -Routine checking of known problem areas has proven to be cost effective. We detect potential stoppages before they become severe enough to flood basements. 219 FY85TOPERATIING BUDGET 42100PPOLLUTIONPCONTROLEOPERATIONS FXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS: CHARGES FOR SERVICES ,I WATER SALES LOCAL GOVERNMENTAL AGENC SALEROFTPARTSME INTERFUND LOAN REPAYMENT MISCELLANEOUS FY83 RECEIPTS: FYB4 DEPT — FY85 BUDGET ---------- ACTUAL ESTIMATE REGUEST PROPOSAL BUDGET 391,544 426,387 455, 038 455, 038 59,410 92,085 73,225 72,895 298,463 390,505 277, 083 400, 10, 328 47,200 700 900 -- 606,241 ------- 529, 590 ^-------- 750 568,816 986 1, 438, 567 --------- 806,046 ^,498,422 --------- i, 498, 422 FY83FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 1,202,910 1,236,786 1,422,307 3 40 0 0 28,985 25,000 19,245 674 47,200 43,600 0 :951 2.573 750 1,280,763 1,307,959 1,442,302 220 I J 1 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 42100 POLLUTION CONTROL OPERATIONS I'r 1� CHEMIST :,.:., PERSONAL SERVICES: 1.00 1.00 TRANSFER TO: INTRA -CITY CHARGEBACKS: SR. M. W. - POSITIONS 1.00 BUDGET DEBT SERVICE ABATED GO B --------- = POLLUTION CONTRO ------ RENEWAL & IMPROVEMENT RE 27,273 VEHICLE OPERATIONS 25,030 POLLUTION CONTROL SUPT BOND & INTEREST RES 1.00 33,317 VEHICLE REPLACEMENT FY84 FY85 $ BOND & INTEREST SINKING 10,660 WORD PROCESSING 10 TOTAL ! M. W.11 -POLLUTION CONTROL 2.00 2.00 35,234 LONGEVITY SR. CLERK/TYPIST-POLL. CONTR 1.00 1.00• 15,235 0 uI ASST. T.P.O. - POLL. CONTROL 3.00 3.00 53,254 26,517 M. W. III -POLL. CONT: COLLECTI 1:00 1.00 20,755 19, 787 T. P. 0. - POLLUTION CONTROL 4.00 4.00 79,453 24,754 M. W. III - POLL. CONT. PLANT 2.00 2.00 40,479 430,962 24,000 12,000 101,854 --568_816 i . J CHEMIST :,.:., 1.00 1.00 22,657 INTRA -CITY CHARGEBACKS: SR. M. W. - POLLUTION CONTROL 1.00 1.00 23,140 ASST SUPT = POLLUTION CONTRO 1.00 1.00 27,273 VEHICLE OPERATIONS 25,030 POLLUTION CONTROL SUPT 1.00 1.00 33,317 VEHICLE REPLACEMENT 11,471 TEMPORARY EMPLOYEES 10,660 WORD PROCESSING 10 OVERTIME 15,705 ADMINISTRATIVE OVERHEAD 143,492 LONGEVITY 4,275 CDD MAINTENANCE 0 FICA 26,517 ,l IPERS. 19, 787 HEALTH INSURANCE 24,754 TOTAL 180,003 LIFE/DISAB INSURANCE 2,513 TOTAL 17.06 _ 17_00 --455_038 i . J 221 CAPITAL OUTLAY: MANHOLE LOCATOR 700 TOTAL 700 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 4210.0 POLLUTION CONTROL APPROVED FOR FUNDING: Yes COST:'` $700 DESCRIPTION: Manhole Locator WNY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: The Sewer crew spends an extraordinary amount of time trying to locate manholes burifor edin back yards, alleys and:under.resurfaced streets. I believe that the savings in time would pay in one year. CITY MANAGER'S'COMMENT: Essential to locate manholes. Will greatly increase efficiency. 222 BEGINNING BALANCE TOTAL.BALANCE INTEREST INCOME TRANSFER FROM OPERATIONS MISCELLANEOUS , TOTAL RECEIPTS SERVICES AND CHARGES TRANSFERS,. TOTAL DISBURSEMENTS ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET POLL CON, RENEW & IMPR RES FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET 405,874 494,100 578,100 ---------- ---------- ----------' 405,874 494,100 578,100 ---------- --------,-- ---------- 64,226 60,000 '60,511 24,000 24,000 24,000- 0. 0 , • . . 88,226 84,000 -0 84,511., -------------------- 0 0 ---------� 0 0 0 ---------- ---------- 0 ---------- ---------- 0 ---------- 0 ---------- 494;100 578,100 662,611 aaaavav-ate-_---=aaaa aaaoa=acoa 223 BEGINNING BALANCE TOTAL`BALANCE INTEREST INCOME. TRANSFER FROM OPERATIONS -- MISCELLANEOUS TOTAL.RECEIPTS SERVICES AND CHARGES TRANSFERS TOTAL.. DISBURSEMENTS ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET POLL CON, BOND & INT RES FY83 FY84 ACTUAL ESTIMATE 173, 4BO 205,108 ---------- 173, 480 ---------- 205,108 ---------- 19, 628 ---------- 22,000 12,000 . 12,000 0 0 31,628 34,000 ---------- ---------- O O ---------- O ---------- 0 FY85 BUDGET 239,108 ---------- 2317,108 ---------- 25,532 12,000, 0 ---------- 37,532 •: ': ---------- 0 0 ---------- .. 0' 205,108 239,108 276, 640 224 CITY OF IOWA CITY FY85 OPERATING BUDGET POLL CON, BOND & INT SINKING FY83 BEGINNING BALANCE J ACTUAL TOTAL BALANCE -. INTEREST INCOME TRANSFER FROM -OPERATIONS 492,569 102,965 MISCELLANEOUS ----92,569 TOTAL.RECEIPTS ---------- 14,381 102,6504 SERVICES AN 11,331 101,8540 CAPITAL OUTLAY:' J TOTALDISBURSEMENTS 110,736 ENDING BALANCE J r --_103,070 ' --- -102,114 4� -103,070 ---------- s----------- ---------- ---------92,569 92,569 102,965 113,080 CITY OF IOWA CITY FY85 OPERATING BUDGET POLL CON, BOND & INT SINKING FY83 FYB4 FYBS ACTUAL ESTIMATE BUDGET 77,6313 492,569 102,965 ----77,638 ----92,569 ---102_965 -- ---------- 14,381 102,6504 ---------- 91031 101,7050 11,331 101,8540 117,045 110,736 113.185 ---------- ---------- -6 -102,1OB ---------- 00.. -100,340 --_103,070 ' --- -102,114 ---------- -100,340 -103,070 ---------- s----------- ---------- ---------92,569 92,569 102,965 113,080 cocccoxccx xccccccccc, xccxcccxcc. 225 CITY OF IOWA CITY FYBWATERROPERATIONSET 226 FY83 FY84 FY85 - ACTUAL ESTIMATE BUDGET DEGINNING BALANCE 12, 941 5, 197 _____----_ 0 __________..,..., TOTAL BALANCE 12,941 ---_ 5,197 0 ---------- CHARGES FOR SERVICES ---------- 5 11618:494 0 1,650,900 0 1,892,005 WATER SALES 8959 2,000 9,386 INTEREST INCOME 44,760 35,087 36,700 SALE OF PARTS SALES TAX COLLECTED FOR STATE 46,073 44,728 157,366 66,966 0 TRANSFER FROM RESERVES 103,800. 8_775 MISCELLANEOUS _--- _--_12,000 TOTAL RECEIPTS ---_17,067: 1,839,.15B _1,898,856 2:017_057 PERSONAL SERVICES -492,795 _192,274 -524,749 -206,050 -541,699,:; -228,315 COMMODITIES SERVICES AND CHARGES -605,469 -626,863 -596,079 -219,000,: CAPITAL OUTLAY -194,915 -361,449 -205.000 -341,391 _. -334,082 TRANSFERS:----- ---------- ---------- TOTAL DISBURSEMENTS _1,846,902 _ 1,904,053 _1,919,175 ENDING BALANCE 5,197 0, 97,882 aaaaaavaaa oa.—aaaoaa e—aoaoa=_a 226 J J J PROGRAM DIVISION STATEMENT FUND: ENTERPRISE PROGRAM: HOME & COWUNITY ENVIRONMENT DEPARTMENT: PUBLIC WORKS DIVISION: WATER DMSION PURPOSE: Operate 13.5 million gallon per day water treatment plant. Maintain and repair the water distribution system. Read, install and repair water meters and remote readers. Construct water mains in subdivisions on a cost reimbursement basis. DIVISION GOAL: Delivery of potable water of approved quality, at established pressures, and in quantities and rates of flow that customers desire. GENERAL MEASUREMENTS: 1. To flush and record all City -owned hydrants by June, 1985, to remove sedimentation from the system. 2. To install 700 Outside Remote. Readers by June, 1985. 3. To keep meter reading on present schedule, meters are read bi-monthly. 4. To ensure random water samples pass chemical tests. PERFORMANCE MEASUREMENTS: Estimated Projected FY80 FY81 FY82 FY83 FY84 FY85 1. ;-later pumped (million gal.) 1;936 2,037 2,058 2,159 2,170 2,189 2. No. of hydrants 1,345 1,363 1,383 1,418 1,448 1,470 No. of hydrant flushes 1,563 1,604 1,624 1,660 1,688 1,710 3. No. of outside readers 8,350 10,199 11,399 12,681 13,485 14,185 4. No. meters 12,457 12,629 12,800 13,209 13,900 14,200 *8 read per month 528 528 528 528 528 528 5. Bacterial samples 660 660 660 680 780 790 **No. of samples rechecks 2 2 2 8 5 5 6. Main breaks 49 49 50 46 52 56 DL IlAV [*1Vl VVlI1l✓IV: Achievement of the above objectives should be within our reach. Keep productivity UP to customers demands. *528 is due to the extra 200 large users that are read monthly. **Recheck of unsatisfactory bacterial samples per year. I f 227 A'V Y F FYB5TOPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 43100 WATER OPERATIONS FXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RF..CEIP'TS:. CHARGES FOR SERVICES WATER SALES INTEREST INCOME SALE OF PARTS SALES TAX COLLECTED FOR TRANSFER FROM RESERVES MISCELLANEOUS FY83 ACTUAL ESTIMATE -------- REQUEST FY85 BUDGET ---------- BUDGET I PROPOSAL ii 492,795 192,274 524,749 541,699 541,699 05 469 194,915 626,663 408,253 596,079 , 361,449 245, 341,391 391 228, 000 219,000 �! U 334,082 1_846_902 1,904,053 1,413,017 ___ ____-1,919,175 h Yi inti i �I FY83FY85 li i� ACTUAL ESTIMATE PROPOSAL, - 1,61B,494 1,650,90 0 1, 892, 005 81959 44,760 2,000 35,087 9,306 36,700, 46,073 103,800 44,72B 157,366 66,966 ' 17,067- _ 8,775 0 12,000 -1_839_158 -1, 898, 856 2,017,057 L J i i h 228 R 1.00 1.00 22,586 SUPERINTENDENT 1.00 1.00 . 33,762 ARY EMPLOYEES_........ 8,400 ME " 21,000 3,675 31,870 469 INSURANCE.: 24, 25,291 INSURANCE.- 25,229191 ---_3,045 TOTAL 22.00 22.00 541,699 229 TRANSFER TO: BOND & INTEREST SINKING 165,957 RENEWAL & IMPROVEMENT RE 36,000 BOND & INTEREST RESERVE 30,000 DEBT SERVICE ABATED GO B 102,125 TOTAL 334,082 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS CITY OF IOWA CITY VEHICLE REPLACEMENT FY85 OPERATING BUDGET ADMINISTRATIVE OVERHEAD EXPENDITURES CBD MAINTENANCE 43100 WATER OPERATIONS PERSONAL SERVICES: LABORATORY EQUIPMENT 4,000 POSITIONS 65,000 BUDGET 4,000 FY84 FY85 $ WATER METER READER 1.00 1.00 15,710 M. W. I - WATER 3.00 3.00 46,932 M. W. I I - WATER SERVICE 2.00 2.00 32,831 M. W. I I - WATER METER REPAIR 1. 00 1.00 18,062 1.00 1.00 17,561 ASST. T.P.O. - WATER 2.00 2.00 34,816 M. W. I I I - WATER OFFICE 1.00 1.00 19,407 T. P. O. _WATER 3.00 3,00 55,219 M. W. I I I - WATER 3.00 3.00 59,282 SR. PLANT OPERATOR - WATER 1.00 1.00 22,326 SR. M. W. - WATER DISTRIBUTIO 1.00 1.00 21,850 SR. M. W. -WATER COST. SERVICE 1.00 1.00 23,605 °QQT QUPT --WATE R 1.00 1.00 22,586 SUPERINTENDENT 1.00 1.00 . 33,762 ARY EMPLOYEES_........ 8,400 ME " 21,000 3,675 31,870 469 INSURANCE.: 24, 25,291 INSURANCE.- 25,229191 ---_3,045 TOTAL 22.00 22.00 541,699 229 TRANSFER TO: BOND & INTEREST SINKING 165,957 RENEWAL & IMPROVEMENT RE 36,000 BOND & INTEREST RESERVE 30,000 DEBT SERVICE ABATED GO B 102,125 TOTAL 334,082 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 57,297 VEHICLE REPLACEMENT 31,456 WORD PROCESSING ADMINISTRATIVE OVERHEAD 181,5100 CBD MAINTENANCE TOTAL - 270_364 - CAPITAL OUTLAY: LABORATORY EQUIPMENT 4,000 WATER METERS 65,000 2 RECORDING TYPEWRITERS 4,000 NEN & REPLACE METERS 146,000 TOTAL --219_000 i i 3 v r i f r G 's CITY OF IOWA CITY FY85 OPERATING BUDGET WATER, DEPR, EXT & IMPR RES Ql 1 FYB3 FY84 FY85 t ACTUAL ESTIMATE BUDGET BEGINNING BALANCE-- 341_649 --- 38,928 ---_— i TOTAL BALANCE 34 1, 649 ----38,928 796 ---_------ INTEREST INCOME 40,079 28,000 36,000 500 36,0000 TRANSFER FROM OPERATIONS 0 MISCELLANEOUS; ______ ---------0 ----- — TOTAL' RECEIPTS ----36,0000 76,079 - 64,000 ----------------- -36,500-. CAPITAL OUTLAY' ---2791000 0 —135,714 0 0 ....TRANSFERS -103,1300 ------ ---------- ---------- TOTAL DISBURSEMENTS —=--- -378,800 --_135,714 -------- 0 ENDING BALANCE 38,928 —32',786 _3=714. 230 I CITY _ FY85 OPERATING BUDGET WATER, OPER RESERVE 8 FY84 ESTIMATE W 53,001 65, 652--- 50, 000 ------ s 65,652 --- 50,000 12,6510 J BEGINNING BALANCE 1 TOTAL BALANCE --- INTEREST INCOME — -----6; 232 MISCELLANEOUS -------- —21,652 -_j —--------- 0 TOTAL.RECEIPTS I 65, 652 TRANSFERS ! _ TOTAL DISBURSEMENTS covovc.ove 4 J ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET WATER, OPER RESERVE FY83 I ACTUAL FY84 ESTIMATE FY85 BUDGET 53,001 65, 652--- 50, 000 ------ _______ 53,001 65,652 --- 50,000 12,6510 6,0000 6,232 0 --- ---- 12, 651 ----- 6,000 -----6; 232 ---------- 0 -------- —21,652 -------- 0 —--------- 0 ------- —21,652 -------- 65, 652 50,000 56,232 vvoo�vvocv vv avvo.vo. covovc.ove 23T i c ri CITY OF IOWA CITY WATERS BONDA&IINTBRESERVE 232 FYB3 FY84 FY135 ACTUAL ESTIMATE BUDGET BEGINNING BALANCE 342,027 ---------- 370,139 386,639 TOTAL BALANCE 342,027 --------- ---------- 370,139 ---------- 386,639 INTEREST INCOME TRANSFER FROM OPERATIONS 34i982 30,000 ---------- 36,500 30,000 ---------- 39,142 MISCELLANEOUS - 0 30,000 ---------- 0 0',_ TOTAL RECEIPTS :._:----- 64,982 ---------- 66,500 ---- - 69,142 r TRANSFERS ---- -36.870 ---------- ---------- -50,000 =-- - .;. -50,000 TOTAL DISBURSEMENTS. 36,670 ---_ ---------- _50,000 --- ---------- _--_50,000 ENDING BALANCE 37_0,139 38_6,_6_3_9 4_05,781 _ Q QC0'1' 232 ,' JI CIT SINKING 71 i s fy i FY83 FYS4 ESTIMATE wi i .� BEGINNING BALANCE TOTAL:BALANCE 146,761 INTEREST INCOME TRANSFER FROM OPERATIONS' 152, 852. ---------- l i MISCELLANEOUS — 152,852 TOTAL RECEIPTS CAPITAL OUTLAY �. J TOTAL DISBURSEMENTS 71 ENDING BALANCE ,_.. u - 15, 635 219, 0166 ,d 221,-6940 1 I I, I ! J __= --- ---234, 651 I 1 i 229,742 --- CITY OF IOWA FY85 OPERATING CIT SINKING i WATER BOND H INT i FY83 FYS4 ESTIMATE FY85 BUDGET i ACTUAL 146,761 137,218 152, 852. ---------- l i --- ------- _----- ---_ 137,218 152,852 146,761 ----- ----- ----12067 12.067 ------ 8, 048 15, 635 219, 0166 215, 9570, 221,-6940 ------ ! --------------- __= --- ---234, 651 228,024 229,742 --- -------- —219, 017 ---------- —206,457 .i —239,285 _____----- ---------- —206,457, -----------219,017 —239,285 ---------- ---------- 137,_18 152, 852 174, 419 f , 233 CITY OF IOWA CITY FYB5 OPERATING BUDGET REFUSE COLLECTION OPERATIONS TOTAL DISBURSEMENTS -474,225 ENDING BALANCE FY83 ESTIMATE ACTUAL BEGINNING BALANCE 0 TOTAL BALANCE ---------- LICENSES & PERMITS 218 CHARGES FOR SERVICES !8 REFUSE COLLECTION FEES . 342,623 INTEREST INCOME 203 PROPERTY CBD MAINTENANCE CHARGEBACKSB, 95 TAX 122,836. MISCELLANEOUS 35 TOTAL RECEIPTS 474,001 PERSONAL SERVICES -216,976 COMMODITIES -3,197 SERVICES AND CHARGES -254,052 TRANSFERS 0 TOTAL DISBURSEMENTS -474,225 ENDING BALANCE -224 0 0 aaaaaaaaaa evvaeaaaoa aaaaaaaeaa 234 ESTIMATE BUDGET -224 ------------------- 0 224 --------- 0 ---------- -------218 O 436,800 . 436,800 0 0 87, 520 95 96,195 - 0 . 0 532,014- 542,108 -240,134 ---------- -251,584 -3)488 -3,531 -288, 168 -286,993 0 -------- 0 -531, 790 ---------- -542,108 -224 0 0 aaaaaaaaaa evvaeaaaoa aaaaaaaeaa 234 X41 PROGRAM DIVISION STATEMENT DEPARTMENT: PUBLIC WORKS FUND: ENTERPRISE DIVISION: REFUSE COLLECTION PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION PURPOSE: Collect 'solid waste from dwellings of one to four units on a once per week basis including pickup of bulky !waste.: DIVISION GOAL: To continue to provide service superior to private collection at comparable cost. GENERAL DIVISION OBJECTIVES: n be een City rivate 1. To ma cost er colt cations and ctotreview annuallypvariousta sother tcitiesrwho nare ausing privatewcollectionsntopensure that our service is competitive. 2. To continue to provide efficient carry out service for all handicapped and elderly who document need. PERFORMANCE MEASUREMENTS: Proj, Proj. FY80 M MFY83 FY84 M180 147 96 76 75 60 No. of Handicap pickups per week 10,144 10,344 No. of white goods -bulky items 4,828 60 { picked up annually } Cost per stop of regular refuse Icollection service 72 4 ,950 235 58 5,200 90 .90 1.25 1.91 1.91 :i Refuse Complaints No. of refuse pickups per week No. of Handicap pickups per week No. of white goods -bulky items 4,828 { picked up annually } Cost per stop of regular refuse Icollection service J Cost per stop of private collection Cost per stop of white goods & bulky items trucks 72 4 ,950 235 58 5,200 90 .90 1.25 1.91 1.91 :i *The number of handicapped pick ups has dropped due to the availability of elderly housing. "The number of white goods picked up annually has dropped because the citizens are not buying as many new appliances, etc. DIVISION ANALYSIS: The Division. is continuing to provide a superior collection service on a once per week• basis.- This includes the white goods and bulky waste service at no additional cost to the public, and the carryout service to the handicapped and the elderly. In addition, we are providing collection to various* City Departments. We are monitoring and updating our eligible properties list so as to keep the revenues:,due the City accurate. 236 i CITY OF IOWA CITY �+ FY85 OPFVAT114G BUDGET RECEIPTS AND EXPENDITURES SUMMARY 44100 REFUSE,COLLECTION OPERATIONS i i. EXPENDITURES: FY83 FY84 DEPT f' ACTUAL ESTIMATE REQUEST IM PERSONAL SERVICES 216,976 240,134 251,584 COMMODITIES 3,197 3,488 3,531 SERVICES AND CHARGES 254,052 288,168 249,709 TRANSFERS 0 0 0 TOTAL 474,225 531,790 504,824 j, RECEIPTS: FYB5 FY83 ACTUAL FY84 ESTIMATE ADMIN. PROPOSAL LICENSES & PERMITS X18 200 210 CHARGES FOR SERVICES REFUSE COLLECTION FEES 342,623 436,800 436,800 INTEREST INCOME 203 0 0 i CDD MAINTENANCE CHARGEBA 8,068 7,494 8,895 PROPERTY TAX 122,836 87,520 96,195 FI .MISCELLANEOUS 35_ 0 0 pp-� 474_001 :542,108 ---532_014 1 J i J .�� 237 FY85 BUDGET ADMIN FINAL PROPOSAL BUDGET 251,584 3,531 . 286, 993 0 --------- ----------- 542,108 CITY OF IOWA CITY FY85 EXPENDITUREODGET 44100 REFUSE COLLECTION OPERATION: PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 $. M. W. I — REFUSE 6.00 6. 00 101,901 M. W. I I — REFUSE 4. 50 4. 0 12, 660 ASST SUPT — SOLID WASTE 25 25 7,518 STREET/SANITATION SUPT 7,600 TEMPORARY EMPLOYEES 2.000 OVERTIME. — 2,556 L014GEVITY 14,672 FICA 11.563 IPERS 12,763 HEALTH INSURANCE 1.341 LIFE/DISAB INSURANCE ----- -------------- TOTAL 10_75 10.75 —251_584 238 TRANSFER TO: 0 I NONE --------- TOTAL I 41 INTRA—CITY CHARGEBACKS: [� VEHICLE OPERATION6 VEHICLE REPLACEMENT 06, 288 1, 35640 I WORD PROCESSING ADMINISTRATIVE OVERHEAD 0 40,6160 y a CBD MAINTENANCE TOTAL 182_544_ i CAPITAL OUTLAY: 0 NONE TOTAL I I iI i i 239 CITY OF IOWA CITY FTING AOPERATIONS T LANDFILL FY83 ACTUAL FY64 ESTIMATE FY85 BUDGET _- 313,307 BEGINNING BALANCE ---128,185 128,185 ---139.966 313,307 TOTAL BALANCE ---139,966 -- LICENSEE k PERMITS CHARGES FOR SERVICES --- 19 8O 517,`34 0 0. 569,2050 00 569,20 LANDFILL FEES REFUSE COLLECTION FEES p 0 IN-KIND SERVICES 11. Bop 10,000 10,0000 INTEREST INCOME r:SALE OF PARTS -11 0 100 100 MISCELLANEOUS ---------- 530,176 ---------- 579,305 ---------- TOTAL RECEIPTS ---579,305 PERSONAL SERVICES -,905 -1515,474 -161.014 -1,470 -1,510 -1313,794 COMMODITIES SERVICES AND CHARGES -152,889 -170,127 -1411,442 -65,036 -169,520 -305,000 CAPITAL OUTLAY -25,000 25,000 25_000 TRANSFERS 518_395 --_ 405,964 --- 679,824 TOTAL RECEIPTS -_ -_ -_ ENDING BALANCE - 139,966 313,307 212,788 239 PROGRAM DIVISION STATEMENT FUND: ENTERPRISE DEPARTMENT: PUBLIC WORKS PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: LANDFILL DIVISION PURPOSE: sible• for the disposal of all solid waste in Johnson County and all sur - The Landfill Division is respon rounding communities. DIVISION GOAL: DIVISION landfill as a self-sustaining utility in which user charges equal To operate a state approved sa cost of operations. GENERAL DIVISION OBJECTIVES: 1. To ensure revenues equal or slightly exceed expenses. 2. To operate landfill in compliance with state landfill regulations. PERFORMANCE MEASUREMENTS: n�abilitntcontinue lnsthe landfill mbeiiwith all o e ments Monitor iisiMouldbe evaluated yreviewngreportsofperiicstate Oeasuremetop inspections. c (Projected)(ProFY85ea, FY81 FY82 FY83 *** 1. Tons of Refuse 66,732 69,291 64,654*** 73,240*** 68. 500 2. Revenue - E 340,826 452,421 373,204 494,370; 565,125 412,953 ** 3. Budget'.- E 434,259* 320,201 390,993** 433,601. 200,000 -0- 220,000 4. Cost of Excavation $ 210,920 _p_ *Reflects cost of excavation at the landfill in FY81. **There is an excavation in this fiscal year, but cost of excavation is listed separately; it is not included in the budget figure. ***Landfill price fluctuations in surrouhd'ing counties cause tonnage fluctuation in our Landfill. 240 DIVISION ANALYSIS: New DEQ emphasis on ,'I groundwater problems �i r j 5 EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITA!_ OUTLAY TRANSFERS TOTAL RECEIPTS: CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 45100 LANDFILL OPERATIONS LICENSES & PERMITS CIIARGE.S FOR SERVICES LANDFILL FEES REFUSE COLLECTION FEES IN—KIND SERVICES INTEREST INCOME SALE OF PARTS MISCELLANEOUS FY83 ACTUAL 154,905 15,474 152, 889 170,127 25,000 --518_395 FY64 ESTIMATE 161,014 13,470 141,442 65,038 25,000 405,964 ---------- FY85 BUDGET ---------- _ DEPT ADMIN FINAL + REQUEST PROPOSAL BUDGET 166,510 166,510 13,794 13,794 132,761 169,520 --0 305,000 0 25, 000 ------------------------ " --313_065 — 679,824 --------- (11 4 q i 242 FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL CJ SO 0 0 517,459 569,205 569,205 234 0 0 465 0 11,831 10,000 10,000 E —11 100 100 ---------- 530,176 —•'-------- 579,305 ---------- 579,305 242 CJ 1 L: E g � w i i i tl t , j i `1I ra TRANSFER TO: LAND ACQUISITION RESERVE 25,000 TOTAL ---25_000 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 74,762 VEHICLE REPLACEMENT 48,074 WORD PROCESSING0 ADMINISTRATIVE OVERHEAD 32,491 CDD MAINTENANCE 0 TOTAL 155,327 CAPITAL OUTLAY: EXCAVATION 250,000 DRAINAGE IMPROVEMENTS 55,000 TOTAL 305,000 i CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 45100 LANDFILL OPERATIONS PERSONAL SERVICES: POSITIONS BUDGET X Iti FY84 FY85 f M. W. I - LANDFILL 2.00 2.00 30,802 M. W. I11 - LANDFILL 3.00 3.00 59,291 SR. M. W. -LANDFILL 1. 00 1.00 22,810 ASST SUPT - SOLID WASTE .50 .50 " 12,661 STREET/SANITATION SUPT .25 .25 7,518 TEMPORARY EMPLOYEES 3,600 OVERTIME 1,200 LONGEVITY 1,581 FICA 9,693 IPERS 7,616 HEALTH INSURANCE 8,866 LIFE/DISAB INSURANCE --_- 872 TOTAL -6.75 -6.75 --166_510 TRANSFER TO: LAND ACQUISITION RESERVE 25,000 TOTAL ---25_000 INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 74,762 VEHICLE REPLACEMENT 48,074 WORD PROCESSING0 ADMINISTRATIVE OVERHEAD 32,491 CDD MAINTENANCE 0 TOTAL 155,327 CAPITAL OUTLAY: EXCAVATION 250,000 DRAINAGE IMPROVEMENTS 55,000 TOTAL 305,000 i BEGINNING BALANCE TOTAL BALANCE INTEREST INCOME TRANSFER FROM.OPERATIONS TOTAL -DISBURSEMENTS ENDING BALANCE FY885TOPERATIING BUDGET LANDFILL, LAND ACOUIS RESERVE FY93 ACTUAL FY84 ESTIMATE FY85 BUDGET 96,654 --_ 132, 273 ---------- 169,273 96, 654 132, 273 ---------- 273 10,619 25,000 12,000 ---169, 14,550 ---------- ----25, 000 25,000 35,619 ----- ----37, 000 ----- ------ ---- 39,55o ., ----------. ---132,273 169,273 208,823 244 J BEGINNING BALANCE TOTAL BALANCE _i i TOTAL RECEIPTS PERSONAL SERVICES COMMODITIES SERVICES. AND CHARGES CAPITAL OUTLAY wi TRANSFERS i t(� TOTAL DISBURSEMENTS ;rr ENDING BALANCE OF IOA FY85TOPERATIING BUDGET AIRPORT OPERATIONS FYB3 ACTUAL i 1 -19,424 ---------- 15,504 ---------- O -19,424 ---------- 15,504 ---------- 7,335 0 ---------- 0 2,050 1,8690 43, 610 5, 00 44,255 2 000 J BEGINNING BALANCE TOTAL BALANCE _i i TOTAL RECEIPTS PERSONAL SERVICES COMMODITIES SERVICES. AND CHARGES CAPITAL OUTLAY wi TRANSFERS i t(� TOTAL DISBURSEMENTS ;rr ENDING BALANCE OF IOA FY85TOPERATIING BUDGET AIRPORT OPERATIONS FYB3 ACTUAL FYB4 ESTIMATE FYB5 BUDGET -19,424 ---------- 15,504 ---------- O -19,424 ---------- 15,504 ---------- 7,335 0 ---------- 0 2,050 1,8690 43, 610 5, 00 44,255 2 000 46,104 14,.500 2, 9353 13, 000 :6,000 13, 500 94,557 109,,200 200 3,200 72,590 ---1111 272 ___ 1,000 ---------- , 500 ---167, 134 175, 641 --- 143,894 -31,808 -16,736 -35,451 -40,900 __ -36,607 -63,600 -81,794 -24,210 -62,077 -9,592 23,000 10,000_ -11,000 ----10,470 --- -10,000 --_132_ 206 _191_145 -- ---143_894 ---15, 504 0 0 245 1 PROGRAM DIVISION STATEMENT W1 Fl 17off YNTUTTIP 1 N' TINA -W1. s�y�'Ak PROGRAM: HOME 5 COMMUNITY ENVIRONMENT UNIT: AIRPORT COMMISSION DIVISION PURPOSE: The Iowa City Municipal Airport Commission formulates Airport policy and provides general direction to the Airport Manager to carry out commission policies. DIVISION GOAL: To serve the citizens, industries and institutions of Iowa City and surrounding areas who use the facility; to maintain and improve the facility as required to keep it a safe and viable part of the state and national system of airports for general aviation. DIVISION OBJECTIVES: 1. Remove obstructions in runway.clear zones. 2. Upgrade runway surfaces if Airport Improvement Program (AIP) funding permits. 3. Proceed with development of runway 06/24 to primary runway status if AIP funding permits. 4. Upgrade airport lighting and approaches through state matching funds. 5. Upgrade exterior and interior of airport buildings. 6. Monitor demand foradditional hangars. 7. Resurface terminal parking lot. 8. Designate and establish aircraft wash area. DIVISION ANALYSIS: The specific objectives listed above are what the Commission feels are most important at this time. The objectives may be modified by data and recommendations that may result from the annual update of the Master Plan Study, and public input thereto. 246 i ---------- I EXPENDITURES: w FY84 le! ADMIN FINAL AC'T'UAL ESTIMATE REQUEST COMMODITIESRVICES " SERVICES AND CHARGES 36,607 CAPITAL OUTLAY 16,736 TRANSFERS 25,210 24,210 63,600 TOTAL {{ J 62,077 9,592 RECEIPTS: 31000 11,000 10,470 10,000 J 10,000 --------- --------- --------- 132, 206 STATE GRANTS FEDERAL GRANTS INTEREST INCOME' J HANGAR RENTAL ---------- 167,134 SALE OF VEHICLES' FARM RECEIPTS ----- 143,894 FLOWAGE PROPERTYFTAX , MISCELLANEOUS J I �..:_,......... ......... ..._. _ CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 46100 AIRPORT OPERATIONS 247 ---------- FY85 BUDGET---------- FYB3 FY84 DEPT ADMIN FINAL AC'T'UAL ESTIMATE REQUEST PROPOSAL BUDGET 31,808 35,451 36,607 36,607 16,736 40,900 25,210 24,210 63,600 81,794 63,450 62,077 9,592 23,000 31000 11,000 10,470 10,000 10,500 --------- 10,000 --------- --------- --------- 132, 206 --------- 191,145 13B,767 143,894 247 FY85 FY83 FYB4 ADMIN. ACTUAL ESTIMATE PROPOSAL 7,325 0 0 1,869 5,000 2,000 43,616 44,255 46, 0 000 14,500 13,000 13,500 2,935 3,200 31200 94, 557 109, I B6 72,590 272 500 -- ---------- 167,134 -----1,000 175,641 ----- 143,894 247 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES-� 46100 AIRPORT OPERATIONS ! PERSONAL SERVICES: TRANSFER TO: I POSITIONS BUDGET DEBT SERVICE ABATED GO B ___10_000 --------- ------ TOTAL 10,000 FY84 FY85 $ -- � i AIRPORT MANAGER 1.00 1.00 2B, 227 - I TEMPORARY EMPLOYEES LONGEVITY FICA IPERS HEALTH INSURANCE LIFE/DISAB .INSURANCE TOTAL 2, 203 1,208 ; 1,456 203 INTRA -CITY CHARGEBACKS: 1.00 1.00 36,607 VEHICLE OPERATIONS VEHICLE REPLACEMENT 7,139 5,735 ----- - WORD PROCESSING 300 ~� ADMINISTRATIVE DVERHEAD ADMINISTRATIVE 0 ! CBD MAINTENANCE 0 TOTAL 13.174 i i „ CAPITAL OUTLAY: 7 SANDER EREPAIRSNOWPLOW 3,000 TOTAL 11,000 I 'I i; 248 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST g 4610.0 AIRPORT �m wa ti COST: $8,000 APPROVED FOR FUNDING: Yes DESCRIPTION: Sand spreader to be installed on the Airport's snow plow truck. Equipment Division indicates that the initial outlay would be around $8,000. J WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: Currently the Airport has no means to spread sand on the runways and ramp areas and must depend on the I Streets Division after their priority runs. Streets have only eight spreaders to use on their eight routes. It't5kes about two hours to spread the Airport and the Airport spreader could serve as a back-up j unit for Streets in the event that one of their spreaders breaks down. CITY MANAGER'S COMMENT: At the time the Airport needs assistance, the Streets Division is usually busy. The Airport sander will provide back-up.:For the Streets Division. I u 249 BEGINNING BALANCE TOTAL BALANCE STATE GRANTS INTEREST INCOME TRANSFER FROM OPERATIONS TOTAL'RECEIPTS SERVICES AND CHARGES . TRANSFERS TOTAL DISBURSEMENTS ENDING BALANCE " CITY OF IOWA CITY FY85 OPERATING BUDGET AIRPORT, CAPITAL IMPR RES FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET - 98,756 103,324 112,324 98,756 ---------- 103,324 ---------- ---------- 112,324 0 0 ---------- 4,568 9,000 10, 000 0' ---------- 0 ---------- O . 4,56B ---------- 91000 ---------- ---------- 10,000 0 0 0 ---------- ---------- ---------- O 0 ---------- 0 ---------- ---------- 0 ---------- 103,324 112,324 122,324 250 I � IIi ACTUAL ESTIMATE BEGINNING BALANCE -124,401--_ i J ! 't 24,79B CHARGES FOR SERVICES - 757, 486 w 850,000 in 24,082 24,804 137,940 210,313 ;STATE GRANTS CITY OF IOWA CITY FYTRANSITAOPERATIONST FY83 FY84 FY65 ACTUAL ESTIMATE BEGINNING BALANCE -124,401--_ i J TOTAL BALANCE ---124, 401 24,79B CHARGES FOR SERVICES - 757, 486 ---------- 800,000 850,000 LOCAL GOVERNMENTAL AGENCIES 24,082 24,804 137,940 210,313 ;STATE GRANTS 105,000 115,870 J ii 2,000 " FEDERAL GRANTS 383,492 0 281,869 INTEREST INCOME 275,753 293,513 SALE'OF PARTS 0 133,63B 159,991 FEDERAL REVENUE SHARING 3,822 _ 70. ------ 1,782,441 PROPERTY TAX -1,848,284 -928,516 MISCELLANEOUS -1,072,229 -6,320 TOTAL RECEIPTS -8,983 -670,237 PERSONAL SERVICES -744,619 -2,798 COMMODITIES -10,145 -25,371 SERVICES AND CHARGES -12, 308 t CAPITAL OUTLAY i TRANSFERS. J TOTAL DISBURSEMENTS 'I i i I I 1 � I 1 ENDING BALANCE CITY OF IOWA CITY FYTRANSITAOPERATIONST FY83 FY84 FY65 ACTUAL ESTIMATE BUDGET -124,401--_ 24,798 0 --- ------ ---124, 401 24,79B 0 ---------- - 757, 486 ---------- 800,000 850,000 15,350 24,082 24,804 137,940 210,313 112,243 267,520 105,000 115,870 1,94B 2,000 2, 000 383,492 0 281,869 0 240,451 275,753 293,513 350,098 0 133,63B 159,991 1.19 3,822 _ 70. ------ 1,782,441 1,91B,687 -1,848,284 -928,516 -996,217 -1,072,229 -6,320 -10,645 -8,983 -670,237 -763,514 -744,619 -2,798 -2,175 -10,145 -25,371 '-170,934 -12, 308 -1,633,242 -1, 943,485 -1, 848, 284 24,798 O 0 o-aoveococ av000=aav- �--a.--o--= 251 E PROGRAM DIVISION STATEMENT FUND: ENTERPRISE PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION PURPOSE: DEPARTMENT: CITY MANAGER DIVISION: PUBLIC TRANSIT The Public Transit Division operates City buses on fixed routes and schedules, providing service within three blocks of 85% of all residences in Iowa City. In addition, the Division contracts with Johnson County SEATS and Hawkeye Cab for specialized transportation for the elderly and handicapped. DIVISION GOAL: Within the scope of operations approved by the City Council, to maximize transit ridership by providing the highest possible "level of service" to the community. GENERAL DIVISION OBJECTIVES: 1. To continue ridership at 2.4 million passengers in FY85. 2. To exceed a minimum revenue/expense ratio of 40 as established by Council policy for the,entire year by reducing expenses and increasing productivity.. 3. To work with Equipment Division to reduce bus maintenance costs by 5% -over the course of FY85.` NEW DIVISION OBJECTIVES: 1. Establish Operator's Incentive Program. 2. Decrease number_ of accidents/incidents per 100,000 miles. 3. Rehabilitation of six (6) transit coaches. PERFORMANCE MEASUREMENTS: 1. No. of passenger boardings (millions) 2. No. of evening passengers (thousands) 3. No. of Saturday passengers (thousands) 4. No. of revenue miles (thousands) 5. Passengers per revenue -mile 6. Revenue/expense ratio 7. Average No. missed trips per month B. Complaints per 100,000 trips 9. Accidents per 100,000 miles 252 Proj. Proj. FY81 FY82 FY83 FY84 FY85 2.106 2.420 2.470 2.400 2.400 122.9 158.70 163.4 160.0 160.0 198.4 231.0 213.8 214.0 215.0 759.7 759.0 757.0 760.0 760.0 2.77 3.20 3.26 3.25 3.20 0.43 0.43 0.47 0.45 0.45 N/A N/A 2.5 5.0 5.0 8.0 7.0 4.5 5.0 5.0 5.0 6.9 6.9 6.0 5.0 J �t in DIVISION ANALYSIS: Changes in City Council priorities, federal regulations, and- cuts in federal and state funding, may necessitate major revisions in our Transit program. In addition, Transit may find it difficult to meet ridership demands due to limited equipment. Total ridership for FY84 and FY85 is projected to be slightly lower than FY83. This will result in fewer Saturday and evening riders in FY84 and FY85. Lower ridership in FY84 and FY85 will decrease the reve- nue/expense ratio and the passengers per revenue mile for these fiscal years. But the revenue/expense ratio should remain above the .40 level established by the City Council. Prnhahta in ridership are a la- -- • • — using the downtown pa transit interchange tc 1 I.. z EXPENDI'IURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL RECEIPTS. MI CITY OF IOWA CITY FYB5 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 47100 TRANSIT OPERATIONS SHARING 1,782,441 1,918,687 1, B48, 2R4 254 ---------- FYB5 BUDGET---------- FY83 FY84 DEPT ADMIN- FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET 928,516 996,217 1,072,229 1,072,229 6,320 10,645 10,972 8,983 670,F237 763,514 734,698 744,619 21 798 2,175 145 10,145 25,371 170,934 0 12,308 --------- -------- --------- 1,633,242 1,633,242 --------- 1,943,485 --------- 1,819,044 --------- 1,848,284 1,782,441 1,918,687 1, B48, 2R4 254 F•Y85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL 757,486 800,000 850,000 15,350 24,082 24,604 137,740 112,243 105,000 210,313 267,520 115,870 11948 2, 000 2,000 40 0 0 383,492 281,869 240,451 275,753 293,513 350,098 0 133,63B 1591991 119 3,822 70 1,782,441 1,918,687 1, B48, 2R4 254 255 TRANSFER TO: TRANSIT SYSTEM REPLACEME 12,308 TOTAL 12.308 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 596,902 VEHICLE REPLACEMENT 5,742 WORD PROCESSING CBDIMAINTENANCEOVERHEAD 0 TOTAL 604,744 CAPITAL OUTLAY: MICRO -COMPUTER 10,005 CALCULATOR TOTAL 10,145 CITY OF IOWA CITY FY85 GET EXPENDITURES 47100 TRANSIT OPERATIONS PERSONAL SERVICES: POSITIONS BUDGET FY84 FY85 4 tANS1T OPERATOR 23.00 1.00 23.00 1.00 401,992 . 16,707 - TRANSIT f OPERATIONS ASSISTANT 1.00 1.00 20,755 [VER 1. 00 1.00 22,302 TRANSIT MANAGER 1.00 1.00 1.00 1.00 21,738 32,63B I MANAGER TRANSIT (PT) 2.00 2.00 .22, 175 I CLERK -TRANSIT 3ANSIT OPERATOR (PT) 1.00 (PT)23.00 1.00 23.00 12,970 268,243 - TRANSIT (PT) 1.00 1.00 12,970 18,000 4RY EMPLOYEES 32, 960 ITY 4, 875 63, 507 50,'127. INSURANCE 44,726 5,544 ISAB INSURANCE -- TOTAL 55.00 55.00 1,_07_2_,2_29_ 255 TRANSFER TO: TRANSIT SYSTEM REPLACEME 12,308 TOTAL 12.308 INTRA -CITY CHARGEBACKS: VEHICLE OPERATIONS 596,902 VEHICLE REPLACEMENT 5,742 WORD PROCESSING CBDIMAINTENANCEOVERHEAD 0 TOTAL 604,744 CAPITAL OUTLAY: MICRO -COMPUTER 10,005 CALCULATOR TOTAL 10,145 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED.SERVICE LEVEL REQUEST 4710.0 TRANSIT COST: $10,000 ($1,000 = 10%local funding) APPROVED FOR FUNDING: Yes DESCRIPTION: Purchase microcomputer for use by Transit and Transportation Planners. Cost of system'is projected as 80% Federal funds, 10% State funds and 10% local. r t WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: 1 Increased State/Federal reporting and the need to increase productivity make this essential. In ( "addition,; UMTA is -actively encouraging these purchases., CITY MANANGER'S COMMENT Provides for more efficient use of personnel. I i I. I I 256 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 4710.0 TRANSIT is Iti w APPROVED FOR FUNDING: No n COST: $13,181 ..j DESCRIPTION: —+ The addition of one part time Transit Operations Assistant. J� WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: by htcOperatioophysicalCo nstructureea At presentto allow �rourVenightge �crewecanwmonitortdrivers' needs. This is because of the snwllfacility. In the new, facility these areas will be at opposite ends of he building. Jnight crew will not be able to monitor the drivers' activities. CITY MANAGER'S COMMENTS: Current staff should be rescheduled to provide coverage. I� I 257 3 r_ ,i i BEGINNING BALANCE TOTAL BALANCE INTEREST INCOME SALE OF PARTS TRANSFER FROM OPERATIONS "TOTAL RECEIPTS { TRANSFERS TOTAL DISBURSEMENTS 'i ;j. ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET TRANSIT REPLACEMENT RES FY83 ACTUAL 494,579 494,579 45,159 500 - 35,000 80,659 -210,540 -210,540 364,698 258 F5 ESTI84 MATE BUDGET 364,698 ---------- ,177,572 364, 698 ---------- ---------- 177,572 --------- 30, 000 15,000 170,434 ---------- 12,308 200, 934 ---------- ---------- 27#308 -388, 060 -- -------- ---------- 0 -388, 060 ---------- ---------- 0 ---------- 177,572 204,880 CITY OF IOWA CITY FY85 OPERATING BUDGET DEBT SERVICE FYB3 l i J FY85 ACTUAL j� BUDGET 54,291 600,011 289,628 ---------- 54, 291 ---------- 600,011 ---------- 289, 628: ---------- , ---------- 2,340,857 ---------- 1,372,150 1,626,935 98,126 10,000 25,000 26,473 0 i BEGINNING BALANCE SOB, 2600 TOTAL BALANCE -. PROPERTY TAX i I INTEREST INCOME _, 0 —1, 0. 0 BOND SALES —2,200,793 J —1,186 TRANSFER FROM ENTERPRISE FUND 0 ---------- ---------- _2,051,082 MISCELLANEOUS _2,484,650 i 6 TOTAL RECEIPTS 0 SERVICES AND CHARGES CAPITAL OUTLAY IW TRANSFERS TOTAL DISBURSEMENTS F s ENDING BALANCE Fc� 1 I �J • i rI CITY OF IOWA CITY FY85 OPERATING BUDGET DEBT SERVICE FYB3 FY84 FY85 ACTUAL ESTIMATE BUDGET 54,291 600,011 289,628 ---------- 54, 291 ---------- 600,011 ---------- 289, 628: ---------- , ---------- 2,340,857 ---------- 1,372,150 1,626,935 98,126 10,000 25,000 26,473 0 1 0 SOB, 2600 ---543,0870 ---131,3460 596, 80_ 890_410 2,195,022 _, 0 —1, 0. 0 —2,049,896 —2,200,793 —2,484,650 —1,186 0 0 ---------- ---------- _2,051,082 ---------- 2,200,793 _2,484,650 600,011 289,62B 0 259 CITY OF IOWA CITY i FY85 OPERATING BUDGET - DEBT SERVICE FUND SUMMARY OF EXPENDITURES I AMOUNT ORIGINALLY OUTSTANDING -------DUE FY85------ _ GENERAL OBLIGATION ISSUED 07/01/84 PRINCIPAL INTEREST I *Water Treatment 12/71 900,000 100,000 100,000 2,125 i Street Improvements 06/77 3,015,000 1,600,000 300,000 68,525,: Street Improvements &� *Sewer Construction- 09/78 2,250,000 1,500,000 300,000 71,100 r� _. .. .. 5 Street Improvements,& !' *Sewer Construction 05/79 5,5001000 4,000,000 500,000 210,500 ¢ I Street Improvements & *Sewer Construction 09/80 2,570,000 2,200,000 200,000 142,400 1i ; Multi -Purpose 12/82 2,700,000 2,700,000 200,000.:- 216,600 **Multi -Purpose Spring 84 2,040,000 2,040,000 173,400 14,140,000 1,600,000 884,650 TOTAL ,i i *These bond issues are abated by revenue funds. I **Preliminary estimate for use in preparing FY85 operating budget. I 1 � i 0 260 a CITY OF IOWA CITY FY85 OPERATING BUDGET TRUST & AGENCY, PENS & RETIRE FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET 135,608 72,171 1,467 Izi 72_ 171 1,467 ----_ w JJir ---- 562,76B 673,852 w 81,905 86,000 O O 0 BEGINNING BALANCE ----15,0000 JTOTAL BALANCE 774,852 -659, 047 PROPERTY TAX-' -716,319 _f UNIVERSITY FIRE CONTRACT 60,000' ---_28_535 _ -- FEDERAL GRANT CHARGEBACK X776,319 -- I J INTEREST INCOME 0 MISCELLANEOUS _1 TOTAL'RECEIPTS JL _. PERSONAL BERVICES -SERVICES AND CHARGES TOTAL DISBURSEMENTS ENDING BALANCE ;w � I I i J I � CITY OF IOWA CITY FY85 OPERATING BUDGET TRUST & AGENCY, PENS & RETIRE FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET 135,608 72,171 1,467 135_ 608 72_ 171 1,467 ----_ - 531,962 ---- 562,76B 673,852 75,926 81,905 86,000 O O 0 ----15,0000 ----16=2570 624,145 ----16.0000 660,673 774,852 -659, 047 -671,377 -716,319 --_000 60,000' ---_28_535 _ -- ---_60_ -687,582 _731,377 X776,319 -- 72,171 1,467 0 261 CITY OF IOWA CITY FY85 OPERATING BUDGET TRUST & AGENCY FUND SUMMARY OF EXPENDITURES EMPLOYEE BENEFIT COSTS BUDGETED IN ACTUAL ESTIMATE BUDGET — TRUST &AGENCY FUND FY83 FY84 FY85 !i Police & Fire Pension & Retirement $ 659,047 $ 671,377 $ 716,319 l..j ; Worker's Compensation 7,923 35,000 35,000 (� s Unemployment Insurance 14,392 20,000 20,000 Police & Fire Retirement System Expense 6,220 5,000 59000 til s• i TOTAL TRUST & AGENCY FUND BENEFITS _ $ 687,582 $ 731,377 $ 776,319 EMPLOYEE BENEFIT COSTS IN ,BUDGETED GENERAL FUND FICA $ 249,442 $ 276,319 $ 302,376 i IPERS _ 178,447 194,354 198,814 Health & Life Insurance 298,709 329,502 386,141 TOTAL GENERAL FUND BENEFITS $ 726,598 $ 800,175 $ 887,331 EMPLOYER'S CONTRIBUTION RATE: Police Retirement 23.986% 23.209% 21.019% Fire Retirement 31.320% 31.862% 32.088% - FICA 6.70% 6.70% 7.00% IPERS 5.75% 5.75% 5.75% NOTES: Police & Fire Retirement - Contribution rate is set by the annual actuary study I done on the retirement systems. I ! s FICA - January 1, 1984, the rate changed from 6.70% to 7.0%. January 1, 1984, the maximum per employee rose from $35,700 to $37,800. ; IPERS - The rate remains at 5.75% on salaries up to a $21,000 maximum per employee. 41 1 I 262 CITY OF IOWA CITY FY85 ROADAU55 TING FY83 FY84 i ACTUAL ESTIMATE BUDGET 48,46B 200,471 f ----- 48,468 -- 200,471 200,234 ---------- --------- i ---------- 1, 591, 002 tI� 5,424 k� f ---- 5,000 1,506,925 BEGINNING BALANCE 1,,646_510 -------- TOTAL BALANCE ---------- 0 ROAD USE TAX • INTEREST INCOME —1,846,744 TOTAL, RECEIPTS _1_596,239 SERVICES AND CHARGES �j TRANSFERS,_ J TOTAL DISBURSEMENTS c.mococ.v. ENDING BALANCE J 'rl CITY OF IOWA CITY FY85 ROADAU55 TING FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET 48,46B 200,471 200,234 _— ----- 48,468 -- 200,471 200,234 ---------- --------- 1,501,501 1,501,501 ---------- 1, 591, 002 1,641,510 5,424 5, 000 ---- 5,000 1,506,925 ----- 1,596,002 1,,646_510 -------- ---------- ---------- 0 _1 0 —1,354,922 —1,596,239 —1,846,744 _1_354,922 _1_596,239 _1_846_744 200,471 200,234 0 oovvcoo=cv c.mococ.v. oeoo�=ovoo 263 BEGINNING BALANCE RECEIPTS: Road Use Tax Interest Income TOTAL RECEIPTS EXPENDITURES: Operating Expenditures: Traffic Engineering Street System Maintenance Total Operating Capital Improvements: Dodge St./Ralston Ck. Storm Sewer Repair TOTAL EXPENDITURES ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET ROAD USE TAX 264 ACTUAL FY83 $ 48,468 $1,501,501 5,424 $1,506,925 $ 269,805 1,085,069 $1 ,354,874 $ 48 $1,354,922 $ 200,471 ESTIMATE BUDGET i FY84 FY85 $ 200,471 $ 200,234 _ .I $1,,591,002 $1,641,510 5,000 5,000 $1,5962002 $ 296,239 8 515,242 1,300,000 1,331,502 $1,596,239 $1,846,744 4� $ $1,596,239 $1,846,744 $ 200,234 $ i j i d ti �� i � J R t 'M J BEGINNING BALANCE TOTAL BALANCE FEDERAL REVENUE SHARING INTEREST INCOME J MISCELLANEOUS TOTAL RECEIPTS 7 TRANSFERS TOTAL DISBURSEMENTS i� ENDING BALANCE I{ t J i r CITY OF IOWA CITY FY85 OPERATING BUDGET FEDERAL REVENUE SHARING FY83 ACTUAL 139,139 ---139,139 587,986 16,1610 ---------- 604,147 -- -661,971 -661,971 81,315 265 FY84 ESTIMATE 81,315 82,315 609, 000 --16,0000 625,000 -663,950 -663,950 42,365 FY85 BUDGET 42,365 42,365 609,692 16,0000 ---- 625_692 -- -668,057 . -668,057 _. 0., BEGINNING BALANCE RECEIPTS: Revenue Sharing Interest Income TOTAL RECEIPTS EXPENDITURES: Transfers: Operating Expenditures: General Government Operations:• Aid to Agencies Capital Outlay _. Transit Operations Total Operating Capital Improvements: Civic Ctr. Heating & Air Conditioning r Capital Projects Total Capital Improvements TOTAL EXPENDITURES ENDING BALANCE CITY OF IOWA CITY - FY85 OPERATING BUDGET FEDERAL REVENUE SHARING ACTUAL ESTIMATE BUDGET t FY83 FY84 FY85 $ 139,139 $ 81,315 $ 42,365 - $ 587,986 $ 609,000 $ 609,692 16,161 16,000 16,000 f $ 604,147 $ 625,000 $ 625,692 r1 ! 3 v i $ 131,515 $ 153,014 $ 157,604 138,595 -- 235,505 383,493 281,869 240,451 $ 653,603 $ 434,883 $ 633,560 _ $ 8,368 $ -- $ -- -- 229,067 34,497 $ 8,368 $ 229,067 $ 34,497 $ 661,971 $ 663,950 $ 668,057 _ l $ 81,315 $ 42,365 $ - I i tqi 1 266 d i I CITY OF IOWA CITY FY85 OPERATING BUDGET JCCOG FY83 BEGINNING BALANCE I J TOTAL BALANCE ESTIMATE PROPERTY TAX 36,121 CHARGES FOR SERVICES ----39,248 LOCAL GOVERNMENTAL AGENCIES J FEDERAL GRANTS i USE OF MONEY & PROPERTY 0 SALE OF PARTS 0 PROPERTY TAX . 44,663 MISCELLANEOUS 49,241 TOTAL,RECEIPTS. 27,500 PERSONAL SERVICES 0 COMMODITIES 0 SERVICES SOUTLAYHAROES 0 fa TRANSFERS F 1,634 0 TOTAL DISBURSEMENTS 129,107 ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET JCCOG FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET 36,121 ----39,248 --- ----40,617 40,617 --- 39_248 ----36 - 63,720 --- 70,348 0 1,405 0 0 44,663 46,672 49,241 17,435 27,500 27,500 0 0 0 50 0 73,162 1,634 0 -100 129,107 144,520 150,003 -94,311 -111,806 -116,b97 -797 -11159 -1,165 -29, 499 -32, 040 4 15 -33, 7 0 0 O 0 -124,611 -145,589 -150,902 ---------- 40,617 39,248 3B,349 267 PROGRAM DIVISION STATEMENT FUND: INTERGOVERNMENTAL DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT PROGRAM: JOHNSON COUNTY COUNCIL OF GOVERNMENTS DIVISION: ADMINISTRATION DIVISION PURPOSE: - To provide administrative direction and support to the staff of the Johnson County Council of Governments and to coordinate the efforts of the staff in providing support to member agencies. DIVISION GOALS: To provide an effective and efficient level of management in the support and completion of the divisions' r objectives and to ensure a high level of staff support to member agencies in the provision of services. . GENERAL DIVISION OBJECTIVES: a 1. To provide an administrative level of support to the divisions within the department by the appropriate allocation of staff resources. 2. To ensure the timely completion of the divisions' objectives and individuals' work assignments. PERFORMANCE MEASUREMENTS: 1. Weekly meetings with division heads will be held to identify staffing problems. The assignment or coordination of staff activities will be made on a weekly basis as problems are identified. 2. Long-term projects wil_1 be monitored quarterly and short-term projects will be monitored as frequently as is necessary to ensure that projects and work assignments are completed on schedule. erformance and completion of the division's objectives. 3. Overall performance shall be measured by the p _ DIVISION ANALYSIS: None. l 268 r EXPENDITURES: CITY QF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 55110 JCCOG AIDMINISTRATION PROPERTY TAX CHARGES FOR SERVICES LOCAL GOVERNMENTAL AGENC FEDERAL GRANTS PROPEROF TYPTAXS MISCELLANEOUS FY83 ACTUAL 23, 365 191 13,137 0 36,693 FY83 ACTUAL ---------- FY85 BUDGET ---FINAL FY84 DEPT ADMIN FIDGET ESTIMATE REQUEST PROPOSAL 18,387 355 16, 395 1750 35,312 FY84 ESTIMATE 18,985 13,1367 0 3,8670 O 33, 127 FY85 ADMIN. PROPOSAL 63,720 70,3480 0 O PERSONAL. SERVICES w COMPIOD I T 1 ES SERVICES AND CHARGES I�1 27,500 TE TOTAL 0 TOTAL 1,834 _ 00 ---------- RECEIPTS: _ ===144,520 ===150_003 CITY QF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 55110 JCCOG AIDMINISTRATION PROPERTY TAX CHARGES FOR SERVICES LOCAL GOVERNMENTAL AGENC FEDERAL GRANTS PROPEROF TYPTAXS MISCELLANEOUS FY83 ACTUAL 23, 365 191 13,137 0 36,693 FY83 ACTUAL ---------- FY85 BUDGET ---FINAL FY84 DEPT ADMIN FIDGET ESTIMATE REQUEST PROPOSAL 18,387 355 16, 395 1750 35,312 FY84 ESTIMATE 18,985 13,1367 0 3,8670 O 33, 127 FY85 ADMIN. PROPOSAL 63,720 70,3480 0 O 1,405 44,663 46,672 49,241 27,500 17,435 27,500 50 0 73,162 1,834 _ 00 ---------- ===1=9=107 _ ===144,520 ===150_003 1 B, 965 275 13,BB7 0 --------- 33,147 NOTE: This is a summary of all J.C.C.O.G. (5511.0, 5512.0, 5513.0 and 5515.0) receipts. 269 i 270 TRANSFER TO: CITY OF IOWA CITY NONE FY85 TOTAL EXPENDITURESDGET ovenenon= 55110 JCCOG ADMINISTRATION. PERSONAL SERVICES: i I I i I POSITIONS BUDGET Fi 3 FY84 FY85 $ AL ASSISTANT PPD ' 10 10 073 1, 992 SEC. - PPD 20 . 7.601 DIRECTOR =RK/TYPIST - PPD (PT) 19 .20 15 1 202 4RY EMPLOYEES CBD MAINTENANCE 75 ITY TOTAL 327_ 1,121 i 913 INSURANCE NONE 910 24 ISAB INSURANCE ----- -------------- - TOTAL 70 .70 -18,985 I 270 TRANSFER TO: I _ I NONE 0 --------0 TOTAL ovenenon= I . i i I I i I INTRA -CITY CHARGEBACKS: Fi 3 VEHICLE OPERATIONS U VEHICLE REPLACEMENT 327 i WORD PROCESSING 00 ADMINISTRATIVE OVERHEAD CBD MAINTENANCE I TOTAL 327_ i CAPITAL OUTLAY: NONE 0 --------- TOTAL 0 - I I_ i i d r.i i - r FUND: GENERAL PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION PURPOSE: PROGRAM DIVISION STATEMENT DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT/JCCOG DIVISION: TRANSPORTATION PLANNING To provide transportation planning and coordination services to JCCOG member agencies which result in a more efficient and effective multi -modal transportation system in Johnson County. DIVISION GOAL: To foster cooperation and coordination between JCCOG member agencies regarding multi -modal transportation issues. To satisfy planning requirements and enable member agencies to acquire and maintain eligibility for state and federal funding programs. GENERAL DIVISION OBJECTIVES: 1.Update and expand JCCOG's FY82 Transportation Systems Management (TSM) Plan within the guidelines established by the state and federal Department of Transportation and as directed by the Board of Directors by May, 1985. 2. Update the Transportation Improvement Program (TIP) and produce an FY85 Annual Element by May, 1985. 3. Satisfy requirements and complete applications for Urban Mass Transportation Administration (UMTA) funds and State Transit Assistance. 4. Within the transit short-range planning process identify areas for increases in operating efficiencies. 5. Assist in the procurement of capital equipment for the area transit systems. 6. Collect, tabulate, and report Uniform Data Management System (UDMS - Section 15) information including quarterly and year-end reports for Iowa City Transit, Coralville Transit, CAMBUS and the urban portion of Johnson County SEATS. 7. Assist in the renewal of the SEATS service contracts between Iowa City, Coralville, University Heights, and the Johnson County Board of Supervisors. . 8. Provide direct project supervision and coordination for the area transit facility improvement projects. .9. Submit MBE/WBE reports and documentation required by the transit facility improvement projects. NEW DIVISION OBJECTIVES: 1. Facilitate and coordinate the use of the new Iowa City Transit Facility by Coralville Transit and University of Iowa CAMBUS for vehicle maintenance needs. PERFORMANCE MEASUREMENTS: 1. Submission of UDMS quarterly reports for each transit system no later than one month after the end of each quarter and the year-end report no later than one month after the end of the fiscal year. 271 2. Have SEATS renewal agreement drafted one month prior to expiration of the current renewal agreement. i i DIVISION ANALYSIS: j Due to uncertainty regarding federal and state requirements in funding programs, the exact deadlines and ' specific requirements are not known at this time. i i r � i � � I CITY OF Il7NA CITY FY85 OPERATING BUDGET j RECEIPTS AND EXPEIVDITURES BUDGETS J 55120 JCCOG, TRANSPORTATIOIV PLANIVING EXPEIVDITURES: w IL.'! PERSONAL SERVICES COMMODITIES I CAPITALSOUTLAYHARGES TOTAL r J i� 1 i 1 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration. _ ----- FY85 BUDGET ---FINAL F FYB4 . DEPT REQUEST ADMIN AL BUDGET PROPOS ACTUAL ESTIMATE 37. ^9^ 57, 865 b, 60, 738 G 60, '738 222 4, 314 4650. 5, 8050 5,906 0 ----- ---42-33-4=-335 --------- 64,556 ----4444- 66,783 66.884 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration. ASSOCIATE PLANNER TRANSPORTATION P TEMPORARY EMPLOY FICA IPERS HEALTH INSURANCE LIFE/DISAB INSUR TOT !iS 27, EES ANCE AL CITY OF IOWA CITY FY85 OPERATING BUDGET 0 - EXPENDITURES TOTAL 55120 JCCOG, TRANSPORTATION PLANNI PERSONAL SERVICES: POSITIONS BUDGET i FY84 FY85 4 1.00 1.00 23,837 ANNER 1.00 1.00 500 INTRA -CITY CHARGEBACKS:11 3,679 2,415 56 �+ 1,949 ----- 364 ----- ----- 2.00 2.00 - -60_738 274 NG TRANSFER TO: NONE 0 - TOTAL 0 j i INTRA -CITY CHARGEBACKS:11 VEHICLE OPERATIONS 56 �+ VEHICLE REPLACEMENT 0 WORD PROCESSING 2,400 g 1" ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 1 TOTAL 2,456 c� CAPITAL OUTLAY: J' NONE --_---_ U TOTAL 0 i r Sri i.J F_ , PROGRAM DIVISION STATEMENT FUND: INTERGOVERNMENTAL DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT/JCCOG .. PROGRAM: NOME AND COMMUNITY ENVIRONMENT DIVISION: RURAL PLANNING DIVISION PURPOSE: 47 To provide planning assistance for local units of government to promote orderly growth and planned develop- ment of necessary community services. DIVISION GOAL: �l. To prepare and implement land use policies, to secure and administer grants in aid where available, and to / provide ongoing advisory services for local government management. GENERAL DIVISION OBJECTIVES: -. 1. To provide staff analysis and advisory service for development proposals initiated by or submitted to Johnson County. 2. Provide zoning and subdivision reviews and reports for Johnson County. 3. To provide general research and advisory staff services to communities represented on the Rural Policy Ji Board. 4. To assist member communities in special projects as determined by the Rural Policy Board. 5. To provide general information and published reports when requested by the public. I 1 NEW DIVISION OBJECTIVES: 275 1. Conduct Fringe Area Study - Johnson County/Coralville. 2. Conduct Fringe Area Study - Johnson County/North Liberty. 3. Develop standard form and negotiate road maintenance agreements between Johnson County and North Liberty and Swisher. 4. Revise County Zoning Ordinance map to include planned residential development provisions and to `i l complete new County Zoning Map, 5. Prepare Small Cities CDBG application. 6. Provide advisory staff services for the review of industrial revenue bond proposals and franchise proposals for cable television. PERFORMANCE MEASUREMENTS: 1. Provide quarterly and annual financial reports to Board of Supervisors and small city councils regard- ing rural development activities, issues and community assistance projects. 2. Respond to citizen inquiries in a polite and timely manner. j 3. Proceed to final area recommendations and completion of Fringe Area Studies. 275 4. Finalize and adopt 28E Agreements for fringe policy between Johnson County, Coralville and North Liberty. 5. Adopt agreements for joint road maintenance with North Liberty and Swisher. 6. Amendments to County Zoning ordinance for planned residential development and other zoning amendments will proceed on a schedule established by the County Zoning Commission. 7. Review of IRB and cable TV franchise proposals will be conducted on demand and according to established procedures. DIVISION ANALYSIS: The Rural Planning Division functions to serve the needs of the Johnson County Board of Supervisors, the County Zoning Commission and the cities represented on the Rural Policy Board. Priority referrals from these governmental bodies will affect the extent to which the proposed work program can be accomplished. For purposes of budgeting, however, the staff complement will remain unchanged and only minor expenditure changes; may be needed for special project materials. 276 J ---------- FY85 BUDGET---------- w FY84 DEPT EXPENDITURES: w ESTIMATE la PROPOSAL BUDGET 19,B66 PERSONAL SERVICES w COMMODITIES 236 SERVICES AND CHARGES I1J1 TRANSFERS 13,890 TOTAL 9,783 9,797 - 0 --------- O --------- 0 O 2B,992 31,135 --------- 33,285 ------------------ --------2B,992 33,299 I CITY (IF IOWA CITY FY65 OPERATING BUDGET RECEIPTS AND EXIIE14DITURES SUMMARY 55130 JCCOG, RURAL PLANNING !1 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration, J 277 ---------- FY85 BUDGET---------- FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REGUEST PROPOSAL BUDGET 19,B66 21,212 23,002 23,002 236 504 500 500 13,890 9,419 9,783 9,797 - 0 --------- O --------- 0 O 2B,992 31,135 --------- 33,285 ------------------ --------2B,992 33,299 !1 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration, J 277 278 TRANSFER TO NONE TOTAL 0 — CITY OF IOWA CITY FYS5 OPERATING BUDGET EXPENDITURES 55130 JCCOG, RURAL PLANNING PERSONAL SERVICES: 638 rl POSITIONS BUDGET 0 FY84 FY85 $ TECHNICAL ASSISTANT PPD .25 .25 5,073 ADMIN. SEC. — PPD .10 .10 1,992 A590CIATE PLANNER (PT) 1.00 11.00 11,977 TEMPORARY EMPLOYEES TOTAL 2.638 200 LONGEVITY CAPITAL OUTLAY: 20 FICA NONE p L 353 IPER5 " TOTAL --------0 1, 095 HEALTH INSURANCE 1,238 LIFE/DISAB INSURANCE _ I I 54 TOTAL ___ 1.35 1 35 23,002 278 TRANSFER TO NONE TOTAL 0 — INTRA—CITY CHARGEBACKS: 1 VEHICLE OPERATIONS 638 rl VEHICLE REPLACEMENT 0 l WORD PROCESSING 2,000 c CODIMAINTENANATIVE OVERHEAD 7 CE 00 TOTAL 2.638 CAPITAL OUTLAY: i NONE p TOTAL --------0 _ I I .J I i I PROGRAM DIVISION STATEMENT FUND: INTERGOVERNMENTAL PROGRAM: JOHNSON COUNTY COUNCIL OF GOVERNMENTS DIVISION PURPOSE: DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT DIVISION: ADMINISTRATION (HUMAN SERVICES PLANNING) To provide assistance to local policymakers regarding funding and policy matters in human services and to assist in coordination of local human service resources. DIVISION GOALS: To provide the necessary information to local policymakers to make sound decisions in the allocation of resources and to assist with planning and coordination at all levels of the service system. GENERAL DIVISION OBJECTIVES: 1. To complete the 1984 annual update of the Johnson County Services Index and arrange distribution to at least 125 local agencies, professionals, and other users. June, 1985. Evaluate prior year's update quality by January, 1985. 2. To continue to study cost-saving and time -saving measures for administration of locally -funded human service programs. Ongoing. 3. To recommend and upon approval implement improvements in the budget process for human service agencies. Ongoing. Evaluate process by February 1985. 4. To analyze funding and programming needs and to make recommendations regarding City budgeting for and funding of human services in the Iowa City area and to analyze interim requests submitted to City for funding from human service contingency fund. Ongoing. 5. To assist as needed in coordinative functions and planning for changing demands for services of area agencies. Ongoing. 6. To continue to serve as the City's representative on the United Way Planning Division and to advocate for the needs of local agencies in the context. Ongoing. 7. To continue to respond to requests for assistance with other human service concerns within the City. Ongoing. 8. To help local agencies secure funds to meet unmet needs beyond the limits of City and County revenues. Ongoing. NEW DIVISION OBJECTIVES: 1. To engage in long range human service planning in conjunction with a local human service planning council. Ongoing. 279 ■ PERFORMANCE MEASUREMENTS: Accomplishments on the above objectives will be reported as they occur. As more quantifiable data is geperated it will be provided to show comparable statistics between time periods. DIVISION ANALYSIS: . Accomplishment of the division objectives will depend upon maintenance of a high level of assistance from University interns, securing a School of Social Work practicum student, and cooperation from all the parties involved in the program. I� o� 280 e i ' i j r I� o� 280 e 0 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration. iq 1 -J � 1 J J i 281 CITY OF IOWA CITY Ni FY85 OPERATING BUDGET RECEIPTSANDEXPENDITURESSUMMARY JDHUMAN SERVICES COGHUMU t r9 EXPENDITURES: FY85 BUDGET FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET Mi PERSONAL SERVICES 13,283 14, 341 13, 1520 13,972 E COMMODITIES SERVICES AND CHARGES 148 75 2, 934 ------470 3,450 3,450 i� TOTAL ---16,365 — —14,886 ---17_572 ===17_572 NOTE: Receipts are included on 5511.0, J.C.C.O.G. Administration. iq 1 -J � 1 J J i 281 CITY OF IOWA CITY FY85 OPERATING BUDGET EXPENDITURES 55150 JCCOG HUMAN SERVICES PERSONAL SERVICES: POSITIONS BUDGET FY64 FY85 $ IUMAN SERVICES COORDINATOR (PT) 1.00 1.00 11,706 FICA 823 IPERS 673 HEALTH INSURANCE 728 LIFE/DISAB INSURANCE 42 TOTAL 1.00 1.00 13,972 202 NONE TRANSFER TO: 0 -. TOTAL 0 t INTRA -CITY CHARGEBACKS: j VEHICLE OPERATIONS 14 1 VEHICLE REPLACEMENT 0 WORD PROCESSING 11500 F) ; ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0, ir f TOTAL ----1_514_ e:! CAPITAL OUTLAY: NONE 0 '- TOTAL 0 r 1 i i li r.� BEGINNING BALANCE TOTAL.BALANCE CHARGES FOR SERVICES IN—KIND SERVICES FEDERAL GRANTS SALE OF REAL ESTATE SALE OF PARTS- MISCELLANEOUS ARTS-MISCELLANEOUS TOTAL RECEIPTS PERSONAL SERVICES COMMODITIES ' SERVICES AND CHARGES CAPITAL OUTLAY TRANSFERS TOTAL DISBURSEMENTS ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET CDBG, METRO ENTITLEMENT FY83 ACTUAL —158,474 —158, 474 -------257 6,254 774,969 67,175 1, 670 8,850 _--- — 859, 175 ---------- -149,365 —1,468 —55,819 —597,298 —75,000 —878, 940 --_178_239 283 FY84 ESTIMATE —178,239 —178,239 0 886,383 125,000 0 25,0000 0 1,011,363 —125,311 —1,625 —58,70B -647,5000 —833,144 FY85 BUDGET 0o, 0 0 751,116 0 0 751,116 —124,664 —1,265 —127,626 —497,561 0 497,5610 —751,116 .1 CITY OF IOWA CITY FY85 OPERATING BUDGET COMMUNITY DEVELOPMENT BLOCK GRANT SUMMARY OF EXPENDITURES FY83 FY84 FY85 ACTUAL ESTIMATE BUDGET --- g-- S -- HOLD HARMLESS ENTITLEMENT General Administration 142,615 -- '- Ralston Ck./N. Branch Dam 434,277 -- 576,892. -- -' REHABILITATIVE LOANS Loan Repayments to g g65 -- -- Metro Entitlement JOB;BILL; Goodwill Food Service -- -- 31,500 -- 1,000 -- ESA Home Repair Mayor's-Youth-Independent 30,000 - Living Employment Prog. 45,000 -- Exterior Paint Program 4,300' -- MYEP Jobs Club__ 125,000 -- Emergency Housing -' 22,200 Mi112r/Orchard Rehab. 259,000 - 284 CITY OF IOWA CITY FY85 OPERATING BUDGET COMMUNITY DEVELOPMENT BLOCK GRANT SUMMARY OF EXPENDITURES PAGE 2 FY83 FY84 FY85 _ACTUAL ESTIMATE BUDGET METRO ENTITLEMENT General Supervision Community Development 103,008 102,170 106,260 Economic Development 14,391 12,500 -- Lower Ralston Creek 5,175 North Branch Improvements 299,364 199,352 Housing Program Admin. .,Housing Rehab. & 31,305 Weatherization Loans Housing Code Enforcement 123,762 165,000 125,000 Land.Acquisition-Housing 12,096 14,400 14,520 Projects Congregate Housing 75,000 75,000 48,000 Domestic Violence Shelter 11,393 50,000 220,0002,610 Systems Unlimited Property Mgmt. & Disposition 161 100,000 " Creekside NSA Storm Drain 1,323 -- N. Dodge St. Sidewalks -" 138,600 18,700 Hillcrest Family Services - 27,680 -- Nefson Adult Ctr. Renovation 93,500 -- Miller/Orchard Park - 50,000 61,580 Accessibility Guide - -- 42,550 Mark IV/Willowcreek Van -- 560 Creekside Alley Repair -" -- 15,000 Iowa Youth Corps Shelter - 2,500 Kirkwood Circle Drainage 12,318 Shared Housing 60,000 Human Servs. Fac. Planning - 15,000 Contingency "- 5,000 - 4,294 4,128 878,940 833,144 751,116 GRAND TOTAL 1,464,797 11092,144 751,116 285 - PROGRAM DIVISION STATEMENT RM: SPECIAL REVENUE DEPAR1MFNP: PLANNING & PROGRAM DEVELOPMENT PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: CDBG ADMINISTRATION DIVISION PURPOSE: '1b plan and coordinate the City's federally funded community development programs. DIVISION GOAL: To coordinate the City's efforts to upgrade and preserve its neighborhoods and housing stock through the administration of a comprehensive Community Development Block Grant Program. GENERAL DIVISION OBJECTIVES: 1. Submit the City's annual Housing Assistance Plan (HAP) to HUD by October 1984. 2. Prepare the annual Statement of Community Development Objectives and Request for Funding to submit to HUD by November 1984. 3. Coordinate HAP implementation with the Department of Housing and Inspection Services and the Housing Commission. 4. Provide staff assistance for the Committee on Community Needs to ensure maximumcitizen participation in the CDBG Program. 5. Coordinate planning and implementation of 1985 community development projects and activities (to be determined by City Council) to ensure timely completion. PERFORMANCE MEASUREMENTS: 1. Preparation and submission of grant docunrents (Annual Statement of Community Development Objectives and Housing Assistance Plan) . 2. Preparation of grantee performance reports indicating compliance with federal grant requirements and accomplishment of projects. 3. Maintenance of records, reports, and other information for review by City auditors and HUD personnel. FP: 1981 1982 1983 1984 1985 . Grant Amount: $775,000 $776,000 $671,000 $1,083,000 $744,900 7k1min. Costs: 128 88 138 98 148 Staff Size: 6 4 4 3 3 286 i W d�C ,_ L I DIVISION ANALYSIS: r begins January 1, thus project implementation objecgenertives #2 ly rand t#5 above) are es to the edetermined The CDBG program year Specific projects and __, for the CDBG Program (Division Obj An Maitional allocation of by the City Council, $259,000 was made und, in FY85. i RECEIPTS: CHARGES FOR SERVICES IN-Y.IND SERVICES 5ALLEROF REALTESTATE SALE OF PARTS MISCELLANEOUS FY93 CITY OF IOWA CITY FY85 N. ACTUAL ESTIMATE FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 257 6,254 767,175 0 86000 CDBG, METRO ENTITLEMENT EXPENDITURES:. 1, 670 0 p 0 FY83 ACTUAL ESTIMATE ---------- REQUEST FY85 BUDGET -------- -- FINAL PROPOSAL BUDGET PERSONAL SERVICES COMMODITIES 149,365 125,311 1,468 124,664 124,664 SERVICES AND CHARGES CAPITAL OUTLAY 55, 819 58, 708 597, 1525 , 933 1,265 TRANSFERS 288 647,500 680, 969 497, 961 ---75,000 ----- -0 - 0 TOTAL - - -- - - 878, 940 833, 14q _________ _________ --------- 822, B31 --------- _________ 751, 116 RECEIPTS: CHARGES FOR SERVICES IN-Y.IND SERVICES 5ALLEROF REALTESTATE SALE OF PARTS MISCELLANEOUS FY93 FYR9 FY85 N. ACTUAL ESTIMATE PROPOSAL 257 6,254 767,175 0 0 886,383 751,116 125,000 1, 670 0 p 0 81850 O p 859,175 1,011,3133 751,116 288 0 I J VEHICLE OPERATIONS VEHICLE REPLACEMENT 4220 5,302 WORD PROCESSING ADMINISTRATIVE OVERHEAD' 0 0 CITY OF IOWA FYBS CITY 5.7-== TOTAL EXPENDITNG URESDGET METRO ENTITLEMENT -» 86000 CDBG, 93,493 42,550 60,000 60, 000 w+ PERSONAL SERVICES: 220, 18,700 Gy 2,500 48,000 POSITIONS BUDGET 497,561 FY84 FYB5 $ ii ra REHABILITATION OFFICER 1.00 1.00 1. 00 .75 24,400 38,905 ASSOCIATE PLANNER — PPD .25 •L5 30,023 i " t ADMIN. SEC. CDBG COORDINATOR 1,00 ,1.00 20 20 7,601 18' P , p, p, DIRECTOR ASSOCIATE PLANNER (PT) 1. 00 1. 00 805 7,368 LONGEVITY 5,313 FICA 5, IPERS HEALTH INSURANCE INSURANCE — ___ _________ 611 LIFE/DISAB 4 45 4_20 TOTAL __124,664 ===== ==--- -- ===== 289 TRANSFER TO: 0 NONE --------- TOTAL 0 INTRA—CITY CHARGEBACKS: VEHICLE OPERATIONS VEHICLE REPLACEMENT 4220 5,302 WORD PROCESSING ADMINISTRATIVE OVERHEAD' 0 0 CBD MAINTENANCE 5.7-== TOTAL CAPITAL OUTLAY: HOUSING REHAB & WEATHER MPARK ACO MILLER/ORCHARD 93,493 42,550 60,000 60, 000 KIRKWOOD CIRCLE IMPROVE 310 12,000 IVC PARK SHELTER CONGREGATE HOUSING CONS DRAINAG 220, 18,700 CREEKSIDE STORM CREEALLEY REPAIR 2,500 48,000 ALTERNATIRNATI VE HOUSING SIT _-- ALT 497,561 TOTAL — is PROGRAM DIVISION STATEMENT M FUND: SPECIAL REVENUE DEPARTMENT: PLANNING & PROGRAM DEVELOPMENT i . PROGRAM: HOME & COMMUNITY ENVIRONMENT DIVISION: COMMITTEE ON COMMUNITY NEEDS i DIVISION PURPOSE: To advise the City Council on the use of Community Development Block Grant funds from a citizen viewpoint. DIVISION GOAL: To discern Che needs of the community and make recommendations on community development programs and priorities to the City Council. DIVISION OBJECTIVES: 1. Evaluate and interpret the City's programs that affect human needs and community development. 2. 'Provide'a systematic communication interchange between citizens and policy makers with regard to, all Community Development Block Grant proposals and programs. 3. Facilitate neighborhood meetings to identify needs of neighborhoods and otherwise assist citizens.'in articulating community unity needs. 4. Assist citizens to develop programns where possible, to meet community needs. DIVISION ANALYSIS: The Committee meets monthly to review and make recommendations to the City Council on programs and policies relating to the community's needs. 290 r�! FUND: INTERGOVERNMENTAL FUND PROGRAM: LOW INCOME AND PUBLIC HOUSING PROGRAM DIVISION STATEMENT DEPARTMENT: HOUSING AND INSPECTION SERVICES DIVISION: ASSISTED HOUSING DIVISION PURPOSE: nds to pay rental assistance and Administer the Annual Contributions Contracts which provide federal fu develop housing for eligible low income families in this area. w DIVISION GOAL: %P -^1 To provide clean, decent and safe housing to eligible low income families which includes elis derly, handi- \J federallydsabled and jassisted housing eprogramslerlaand �to make recommendations whichhcan be(theybasis for housing polticYn Implement the policies adopted by the Housing Authority. GENERAL DIVISION OBJECTIVES: - J 1 Maintain annual'•average of 95%:occupancy for all units. Section 202, Rental Vouchers or-' any 2, `,Apply fo'r 'additional units (Section 8 :Existing, Public Housing, -j combination) to meet the policies adopted by the ro ectsthrough Authority. ertising for proposals and start of J 3, Using CDBG funds move congregate housing p J construction. �i 4. Encourage private participation in programs that will assist in achieving the goals outlined above. 1 5. Provide staff suePeerand completet for the computerizationof Assisted Housing programs. g. Purchase a comp �I PERFORMANCE MEASUREMENT: 3 Performance will be measured by the number of families provided assistance and the total number of unit 1 months of occupancy achieved. J 291 4560 99 540 $300 FY82 441 5052 4908 97 620 $300 °FY83 441 5292 4735 95 620 $300 — Projected FY84 486 5472 5198 95 650 $348* — Projected FY85 536 5832 5599 95 700 $369* *Estimate only Based on previousexperience approximately 55% of the leases and Housing Assistance Program contracts-' will be renewed. This does not necessarily mean the family leaves the program but merely.changes, units which has an effect on the work load. The number of terminations will average approximately 24 per month which means those 24 units must be 'replaced with new starts, if the program is to remain full. This is becoming more difficult due to the lack of reasonable fair market rent increases.- This .is;a:national problem but appears acpte in a market area with a low vacancy rate and .above average costs for rental n units. It is projected that an average of 14 tenants per month will require a change in:rent,based on an increase or decrease in income. During FY85 additional: information .will be available' w the housing voucher program which will eventually replace the Section 8 Existing Program. iI M r 292 Maximum Actual No. of Families Fair Market ' Year A of Units Unit Months Unit Months % Assisted Rents (2 Bedroom Only) - FY79 334 4008 3892 97 N/A - $261 — FY80 384 4608 4466 97 N/A $300 . FY81 384 4608 4560 99 540 $300 FY82 441 5052 4908 97 620 $300 °FY83 441 5292 4735 95 620 $300 — Projected FY84 486 5472 5198 95 650 $348* — Projected FY85 536 5832 5599 95 700 $369* *Estimate only Based on previousexperience approximately 55% of the leases and Housing Assistance Program contracts-' will be renewed. This does not necessarily mean the family leaves the program but merely.changes, units which has an effect on the work load. The number of terminations will average approximately 24 per month which means those 24 units must be 'replaced with new starts, if the program is to remain full. This is becoming more difficult due to the lack of reasonable fair market rent increases.- This .is;a:national problem but appears acpte in a market area with a low vacancy rate and .above average costs for rental n units. It is projected that an average of 14 tenants per month will require a change in:rent,based on an increase or decrease in income. During FY85 additional: information .will be available' w the housing voucher program which will eventually replace the Section 8 Existing Program. iI M r 292 292 BEGINNING BALANCE TOTAL BALANCE CHARGES FOR SERVICES FEDERAL GRANT,CHARGEBACK FEDERAL GRANTS INTEREST INCOME TOTAL RECEIPTS PERSONAL SERVICES COMMODITIES. SERVICES AND CHARGES TOTAL DISBURSEMENTS *ENDING BALANCE CITY OF IOWA CITY FY85 OPERATING BUDGET SECTION 8 EXISTING *FUND BALANCE/UNRESERVED SURPLUS The Authority coordinates eligible tenants and landlords for tenant placement and rental assistance. For this service HUD pays the Authority a fixed administrative fee per occupied unit month based on a predetermined rate strucLure. if the operation functions at an efficient rate so that the cost of performing this service is less than what the HUD rate pays, the additional administrative fee earned qoes to the Authority for discretionary use. The only restriction implied by HUD is that the money be spent for a HUD related housing project. 1 _J 293 FY83 FY84 FY85 ACTUAL ESTI14ATE BUDGET $ 85,485 $ 100,981 $ 93,032 $ 85,485 $ 100,081 $ 93,032 $ 10 $ 0 $ 0 0 0 0 948,991 1,168,258 1,285,083 12,288 0 0 $ 961,289 $1,168,258 $1,285,083 $ -99,780 $ -108,151 $ -113,105 -2,905 -2,560 -3,324 -844,008 -1;085,280 -1,193,808 . $ -946,693 $-12195,991 $-1,310,237 8 100,081 $ 72,348 $ 47,194 *FUND BALANCE/UNRESERVED SURPLUS The Authority coordinates eligible tenants and landlords for tenant placement and rental assistance. For this service HUD pays the Authority a fixed administrative fee per occupied unit month based on a predetermined rate strucLure. if the operation functions at an efficient rate so that the cost of performing this service is less than what the HUD rate pays, the additional administrative fee earned qoes to the Authority for discretionary use. The only restriction implied by HUD is that the money be spent for a HUD related housing project. 1 _J 293 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 6513.2 SECTION 8 EXISTING ---------------FY85 BUDGET --------------- FY83 i. i DEPT. ADMIN. FINAL I- i j. ACTUAL CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 6513.2 SECTION 8 EXISTING ---------------FY85 BUDGET --------------- 294 FY83 FY84 DEPT. ADMIN. FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET EXPENDITURES: PERSONAL SERVICES 99,780 108,151 113,105 113,105 COMMODITIES 2,905 2,560 3,324 3,324 SERVICES AND CHARGES 844,008 1,085,280 1,194,393 1,193,808 TOTAL. 946,693 1,195,991 1,310,822 1,310,237 RECEIPTS: FY83 FY84 FY85 ADMIN. - ACTUAL ESTIMATE PROPOSAL CHARGES'FOR SERVICES 10 0 0 FEDERAL.GRANTS 948,991 1,168,258 1,285,083 INTEREST INCOME 12,288 0 0 961,289 1,168,258 1,285,083 294 295 TRANSFER TO: NONE ------- 0 TOTAL O INTRA-CITY,CHARGEBACKS: VEHICLE OPERATIONS 1,1080 VEHICLE REPLACEMENT 2,600 WORD PROCESSING CBDIMAINTENANCE OVERHEAD 0 TOTAL --3_708_ CAPITAL OUTLAY: NONE ----- -- O TOTAL O CITY OF IOWA CITY FYeS EXPENDITURESDGET 65132 SEC. 8 EXISTING I� PERSONAL SERVICES: POSITIONS BUDGET t wI FY84 FY85 4 Iy CLERK/TYPIST - LEASED HOU5IN SO ;BO o 1,906 15,094 HDUSING MANAGEMENT AIDE 1.60 .80 1. 60 019 J HOUSING SPECIALIST HOUSING COORDINATOR (PT) 80 .80 24 7,700 ^ HOUSING SPECIALIST LONGEVITY 6,596 6, IPERS 926 HEALTH INSURANCE LIFE/DISAB INSURANCE ----- ----- --------- Ji TOTAL 4.60 4.130 .113_10= 295 TRANSFER TO: NONE ------- 0 TOTAL O INTRA-CITY,CHARGEBACKS: VEHICLE OPERATIONS 1,1080 VEHICLE REPLACEMENT 2,600 WORD PROCESSING CBDIMAINTENANCE OVERHEAD 0 TOTAL --3_708_ CAPITAL OUTLAY: NONE ----- -- O TOTAL O BEGINNING BALANCE TOTAL BALANCE FEDERAL GRANTS INTEREST, INCOME ' MISCELLANEOUSALS " TOTAL RECEIPTS ....._. .PERSONAL SERVICES COMMODITIES SERVICES SOUTLAYHARGES TOTAL RECEIPTS ENDING BALANCE CITY OF IOWA CITY FYBPUBPHBO TURNKEY.ET FY83 ACTUAL 0 1,338 37,284 447 39,069 -9,887 -2,775 -17,093 0 ---- -29,755 ---------- 14,495 296 FYB4 ESTIMATE 14,495 14,495 0 74,880 74,880 -27-056 640 -17,3720 -45,068 -- 82,020 -43,926 -4,348 -18,9030 ----67,177 44,307 59,150 FY85 BUDGET it 44,307 -- �i 44_307 ---------- 82,020 -- 82,020 -43,926 -4,348 -18,9030 ----67,177 44,307 59,150 i6 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS AND EXPENDITURES SUMMARY 65133 PUB HSG TURNKEY ++ EXPENDITURES: ---------- FY65 BUDGET FY83 FY84 DEPT ADMIN FINAL ACTUAL ESTIMATE REQUEST PROPOSAL BUDGET { PERSONAL SERVICES 9,687 27,056 43,926 43,926 COMMODITIES 2,775 640 4,348 4,348 SERVICES AND CHARGES 17,093 17,372 19,122 18,903 CAPITAL OUTLAY 0 0 0 0 TOTAL ===29,755 ===45_068 ===67_396 ===67_177 J RECEIPTS: FY85 YE13 Y84 _ I ' ACTUAL ESTIMATE PROPOSAL J INCOME INTEREST INC 1,338 0 Q A BUILDING -RENTALS 37,284 74,880 82, MISCELLANEOUS 447 0 39,069 ---------- -0 74,880 82,020 ,f ,4 ! i � J 297 i6 CITY OF IOWA CITY FY 83 OPERATING BUDGET i I NONE EXPENDITURES 65 133 PUD HSG TURNKEY PERSONAL SERVICES i PO POSITIONS BUDGET FY 84 FV85 4 RK/TYPIST — LEASED HOUSIN 20 . 20 3.226 SING MANAGEMENT AIDE INTRA -CITY CHARGEBACKS: SING SPECIALIST 40 . 40 8, SUB SING COORDINATOR 20 .20. I—PUBLIC HOUSING (PT) 1. SING SPECIALIST (PT) 700 ai PORARY EMPLOYEES ADMINISTRATIVE OVERHEAD 0 LEVITY CBD MAINTENANCE A toil y TOTAL 768 LTH INSURANCE E/DISAD INSURANCE U TOTAL 2 vca — 6, 005 00 1. 00 10, 531 20 . 20 1, 947 2, 500 223 2. 565 1.954 --- 2. 594 20 2 20 43,926 298 TRANSFER TO: i I NONE 0 TOTAL 0 i � 3 f INTRA -CITY CHARGEBACKS: f i VEHICLE OPERATIONS 68 VEHICLE REPLACEMENT 0 WORD PROCESSING 700 ai i ADMINISTRATIVE OVERHEAD 0 CBD MAINTENANCE 0 toil y TOTAL 768 CAPITAL OUTLAY: NONE U ------- TOTAL 0 — — i i 1� . � t I 4 d 1 � IJ -71 FYB5 BUDGET ACTUAL w S I 480,506 417, 824 642,015 480,506 ---------- -f ---------- 1,710,803 30,0000 1,602,059, 30,0000 29,511 E 63,063 135,186 7,700 7,900 1,717,526 1,748,503 BEGINNING BALANCE ---340,098 —378,048 —779,326 TOTAL BALANCE —767,934 —165,604 —141,542 CHARGES FOR SERVICES —219,699 -1 —560,3500 INTEREST INCOME _ — —1,493,335 PROPERTY TAX .. -1_894_145.5 642,015 480,506 —MISCELLANEOUS' 000co-c--- -cxcxoxxox TOTAL RECEIPTS PERSONAL SERVICES SERCOMMODITIES CAPITALSOUTLAYHARGES TRANSFERS TOTAL DISBURSEMENTS h' ENDING BALANCE i J CITY OF IOWA CITY FYB5 OPERATING BUDGET EQUIPMENT MAINTENANCE FY83 FY84 FYB5 BUDGET ACTUAL ESTIMATE 417,824 642,015 480,506 417, 824 642,015 480,506 ---------- 1,469,766 766 ---------- 1,710,803 30,0000 1,602,059, 30,0000 29,511 63,063 135,186 7,700 7,900 1,717,526 1,748,503 _1_639,959 ---340,098 —378,048 —779,326 —375,826 —817,765 —767,934 —165,604 —141,542 —140,204 —219,699 —611,0966 —560,3500 O _ — —1,493,335 _ _ _ -1, 910, 012 -1_894_145.5 642,015 480,506 226,320 000co-c--- -cxcxoxxox nn-xc-=-xc 299 .PROGRAM DIVISION STATEMENT FUND: INTRAGOVERNMFNrAL DEPARINERr: ADMINISTRATION PROGRAM: POLICY 6 ADMINISTRATION DIVISION: EQUIPMENT DIVISION PURPOSE: The Equipment Division provides repair, preventive maintenance, and equipment management services for all major city owned vehicular equipment. DIVISION GOAL: To provide the best possible preventive maintenance, repair, and equipment replacement programs so the City may continue to receive the maximum economic life from its equipment. GENERAL DIVISION OBJECTIVES: 1. Continue to switch medium duty truck fleet to diesel power, as they became due for replacement. 2. Replace light duty truck and automobile fleets with smaller more fuel efficient units,. as they became due for replacement. 3. Maintain hourly labor rate at lowest possible level by maintaining or increasing efficiency. (Rate is now $20/hr.) 4. Continue to workwith the Compressed Natural Gas program and make the system work as a viable alterna- tive to liquid fuel. PERFORMANCE MEASUREMENT: 1. Gasoline powered medium duty trucks now average 3.6 m.p.g., diesel powered medium duty truck now averages 6.0 m.p.g.Continue to monitor fuel use and replacement schedule. 2. Current, standard -size, pickup trucks now average 9.3 m.p.g. and the four compact -size pickup trucks average 13.0 m.p.g. Continue to monitor replacement schedule. FY80 FY81 FY82 FY83 FY84 FY85 Cost per mile, med. $•98 $.86 $.79 $.66 $.65 $.63 duty'trucks (est.) (est.) Cost per mile, $.17 $.23 $.31* $.21 $:20 $.20 pickup trucks (est.) (est.) Labor rate $18.90 $20 $20 $20 $21 $21 6 mos. @ $17.80 (est.) (est.) 6 6 mos. @ $20 300 e_+ EJ ` 301 i ' FY80 FY81 FY82 FY83 FY84 FY85 !!! -r Fuel cost for Police $49,947 $53,481 $56,818 $46,176 $48,000 $50,000 Dept. vehicles (est.) (est.) .1s Gallons of gasoline 53,749 46,323 42,675 45,624 48,000 50,000 used by Police vehicles (est.) (est.) V k� Equivalent gallons of 0 722 5,922 833 2,000 2,000 natural gas used (est.) (est.) *$.08/mile increase due to body work and refurbishing on some trucks to increase life cycle. it DIVISION ANALYSIS: _I 1. The increase in mileage (678) and the increase in the life cycle in the long run, though (10 years vs. 7 years) will save money even the initial purchase price of diesel powered medium duty trucks is more than the gasoline powered counterpart. I I 2. Money will be saved by purchasing smaller, more fuel efficient, lower initial cost pickup trucks and automobiles that can do the.same amount of work as the larger ones. 3. The labor rate will be kept as low as possible by maintaining the equipment properly and efficiently. 4. Electrical problems in the compression system have resulted in minimal use of compressed natural gas Jfor motor fuel. The extent, to which this problem can be corrected will determine if-.asubstantial increase in consumption over that estimated above will occur. If it does, this .would in turn result in a substantial decrease in gasoline consumption. M (I M� y ` 301 i i i i i EXPENDITURES: CITY OF IOWA CITY FY85 OPERATING BUDGET REC62200 ANDEXPENDITURES -- FY85 BUDGET ---------- DEPT ADMIN FINAL' REQUEST PROPOSAL BUDGET 26 817.0765 817 765 139, 939 140,204 560,350 560,350 0 0 --------- --------- --------- 1,897,070 1_894_145 -------__ RECEIPTS: FY83 FY84 FY85 ACTUAL ESTIMATE PERS014AL SERVICES 340,098 767,934 378,04e 779,326 COMMODITIES SERVICES AND CHARGES 165,604 141,542 CAPITAL OUTLAY 219,699 611,096 TRAIVSFERS 0 -..-_--_-- TOTAL 1,493,335 1,910,012 -- FY85 BUDGET ---------- DEPT ADMIN FINAL' REQUEST PROPOSAL BUDGET 26 817.0765 817 765 139, 939 140,204 560,350 560,350 0 0 --------- --------- --------- 1,897,070 1_894_145 -------__ RECEIPTS: FY85 FY83 FY84 ADMIN. ACTUAL ESTIMATE PROPOSAL' CHARGES FOR SERVICES 1'429,76 1.730,000. ,059 1,630,000.. PROPERTY INCOME 63,063 0 MISCELLANEOUS 135,186 ---- 7_700 ---- 7_900 1,717,5R6 1,748,503 1,639,959 302 303 u TRANSFER TO: NONE TOTAL INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 4,794 VEHICLE REPLACEMENT 15,853 WORD PROCESSING ADMINISTRATIVE OVERHEAD 1580 CBD MAINTENANCE 0 TOTAL 20,505 CAPITAL OUTLAY: 0 2 CITY OF IOWA CITY 81,000 FY85 OPERATING BUDGET 4 2—TON TRUCKS W/ HOIST EXPENDITURES 1 LARGE GANG MOWER 62200 EQUIPMENT MAINTENANCE PERSONAL SERVICES: 3 NEW FUEL PUMPS 91000 POSITIONS BUDGET 91500 FY84 FY85 4 4.111 - PARTS CLERK I 1.00 1.00 18,1367 .HANIC :HANIC III 7.00 3.00 7.00 3.00 135,508 61,592 MECHANIC IP SUPERVISOR 1.00 1.00 1.00 23,030 JIPMENT SUPERINTENDENT 1.00 1.00 1.00 25,207 30,023 �IPORARY EMPLOYEES 23,100 3,350 -RTIME IGEVITY 17,250 A 2,225 ERS' 22,132 LTH INSURANCE 17,032 17,496 E • /DISAB INSURANC E _____ 2,114 TOTAL 14;00 _____ __'. 14.00 375,826 303 u TRANSFER TO: NONE TOTAL INTRA -CITY CHARGEBACKS VEHICLE OPERATIONS 4,794 VEHICLE REPLACEMENT 15,853 WORD PROCESSING ADMINISTRATIVE OVERHEAD 1580 CBD MAINTENANCE 0 TOTAL 20,505 CAPITAL OUTLAY: 0 2 2—TON DUMP TRUCKS 81,000 1 TYPEWRITER 4 2—TON TRUCKS W/ HOIST 162,000 1 LARGE GANG MOWER 14,000 2 LIGHT TRACTORS 12,000 3 NEW FUEL PUMPS 91000 1 MEDIUM TRACTOR 91500 2 ARTICULATED FRONTEND 158,000 1 SUBCOMPACT AUTOS 12,600 1 1—TOR! TRUCK W/ HOIST 14,400 1 COMPACT AUTO 91000 4 COMPACT PICKUP TRUCKS 32,800 2 3/4—TON CREW CAB PICK 22,000 3 MATERIAL SPREADERS 23,100 TOTAL —_560_350 CITY OF IOWA CITY '-1' FY85 OPERATING BUDGET EXPANDED SERVICE LEVEL REQUEST 6220.0 EQUIPMENT DIVISION COST: $16,873 APPROVED FOR FUNDING: No DESCRIPTION: One additional person to assist in parts room operations and computer entry for equipment maintenance: WHY SHOULD THIS EXPANDED SERVICE LEVEL BE FUNDED: - -One position would be added at a Maintenance Worker level at a cost of $16,873 including fringe benefits and uniforms,.plus any cost of living increases in the interim. At the present time the one parts person is operating the parts room .(inventory control, acquisition and supply) plus doing computer entry formerly handled by'two persons and-an.outside vendor. In early 1984 with the completion of the new Transit -t facility, we willibe opening'a second, larger parts room with the same operating needs, as thd present` one. At that time 'it will not be physically possible for the one person to be in'two 'places"at'the— same time to adequately control inventory, acquisition and supply. CITY MANAGER'S COMMENT: This request should be deferred until study of transit maintenance is completed. If additional personnel is required, request will be made at that time. 304 i; Ma CITY OF IOWA CITY FY85 OPERATING BUDGET SUMMARY OF EXPENDITURES & RECEIPTS ALL FUNDS 305 WHERE THE MONEY GOES f i_ ;i ALL FUNDS BY FUND WIIERE THE MONEY GOES r CITY OF IOWA CITY FYB5 OPERATING BUDGET SUMMARY OF EXPENDITURES 306 GENERAL FUND BY DEPT./DIVISION WHERE THE MONEY GOES CITY OF IOWA CITY FY85 OPERATING BUDGET SUMMARY OF EXPENDITURES & RECEIPTS GENERAL FUND 307 WHERE THE MONEY GOES i i i i i r `I I _i I 3 i V - j� j I 1:' I UND ----------- GENERAI FUND VERT SERVICE PARKING. OPERATIONS PARKING. RESERVES POLLUTION CONTROL OPERATIONS PO11. CONTROL, RESERVES HALER OPERATIONS WATER, RESERVES.. REFUSE COLLECTION OPERATIONS LANOF ILLOPERATION9 LANDFILL, RESERVES I j 'AIRPORT OPERATIONS _ AIRPORT. RESERVES TRANSIT OPERATIONS TRANSIT, RESERVES TRUST 6 AGENCY. PENS & RETIRE UCCIIG CORD ROAD USE TAX FEDIFRAI REVENUE SHARING CWAND TOTAL CITY OF IOWA CITY FY85 OPERATING BUDGET FINANCIAL SUMMARY - FY64 ------------------------------------------------------------------------------------------- ACTUAL PROPERTY OTHER TRANSFERS TOTAL DISBURSE- TRANSFERS TOTAL DIS- ESTIMATE 6-30-83 TAX RECEIPTS IN RECEIPTS MENTS OUT BURSEMENTS 6-30_04 1,579,804 6,885.318 2,834.044 1,830,855 11 551.017 11, 143.942 697,882 11.841,824 1.208,997 600.011 1.372.150 10.000 500.260 1.890.410 2,200.793 0 2,200,793 289,628 612,918 0 1, 190.140 0 1!190.140 625.250 527.265 1.152,515 650,543 741.091 0 0 507,265 507.265 446,290 0'' 446.290 802,066 242.354 0 1.264.359 43.600 1.307,957 708.977 527.590 1.438,567 -111.746 791,777 O 91,031 137.705 220,736 100,340 O. 100.340 920,173 5,197 0 1,741,490 157.366 1.098.856 1.562.662 341.391 1.904.053 0 611,937 0 56.135 285.016 371.151 219.017 207.366 426,383 556,705 -224. 0 437.000 95.014 532.014 531,790 0 531,790 0 - 139,966 0 579,305 0 579.305 380.964 23.000 405,964 313,307 132,273 0 12,000 25.000 37.000 O 0 0 169,273 15,504 O 66,455 109,166 175,641 101, 145 10,000 191.145 0 103,324 0 9,000 0 9.000 0 O 0 112,324 24.798 0 1.209.667 709,020 1.918,687 1.772,551 170,934 1.943,485 0 364.698 0 30,000 170,934 200.934 0 388.060 308,060 177,572 72.171 562.768 97.905 O 660,673 731,377 0 731.377 1,467 40,617 70.340 74.172 0 144,520 145, BB9 0 145,089 39.248. -178.239 0 1,011.383 O 1.011, 303 033,144 O 033.144 0 200.471 0 1.596,002 O 1,596.002 0 1.596.239 1,596,239 200.234 01,315 0 625,000 0 625.000 0 663.950 663.950 42.365 --------- 6,181.763 ............................ -------"- 0,870,584 ---------- 12,965.808 --------- 4.379,221 ......... ---------- 26,435,693 .......... ---------- 21, 704,131 ................... --------- 5.157.677 ---------- 26.941.800 .......... --------- 5.675.....640 ....., 300 I i I i I I _i 1.626,935 25.000 543,087 2.195.022 2.484,650 t 2,404.650 E M 0 4 4.000 1,251,693 ,} y _______FUND __ 356,757 1w _t t 508,865 538.065 ~ 538 065 772.866 802,066 O 0 J GENERAL FUND ' DEBT SERVICE 10 PARKING OPERATIONS -�.. 'PARKING. RESERVES �+ POLLUTION C014TROLOPERATIONS 55,626 POLL CONTROL, RESERVES 1.442,302 NATER OPERATIONS �j .568, NATEBRESERVES -'' ." JREFUSE 0 COLLECTION,OPERATIONS 137,854 235.228 LANDFILL OPERATIONS"' 0 103,070 LANDFILL, RESERVES O 0 AIRPORT OPERATIONS 0 .a . 334,082 1,919,175 AIRPORT. RESERVES 556.705 ,y TRANSIT OPERATIONS 281,957 i TRANSIT, RESERVES 50,000 256,457 TRUST 6 AGENCY. PENS G RETIRE 0 0 JCCOG 96,195 542. IOB 542,108 0 542,108 CDOG 313.307 0 ROAD USE TAA 0 579.305 FEDERAL REVE14UE SHARING 25.000 679,824 212,788 169,273 I GRAND TOTAL -� i 39,550 i 0 _ ----------- CITY_.-------- CITY OF IOWA CITY FY85 OPERATING BUDGET FINANCIAL SUMMARY - FY85 ------------------------------------------------------------------------------------------- PROPERTY OTHER TRANSFERS TOTAL DISBURSE-' TRANSFERS TOTAL DIS- ESTIMATE 6-30-84 TAX RECEIPTS IN-- -- RECEIPTS MENTS ---- OUT--_ BURSEMENTS- 6_30_85- 1,328.997 7.218.187 2.939.601 2.550,900 12,708.768 11.817.745 814.272 12.632,017 1.405.748 289.628 1.626,935 25.000 543,087 2.195.022 2.484,650 0 2,404.650 0 650.543 0 1247,693 4.000 1,251,693 767,01.4 778,465 1545,479 356,757 865 508,865 538.065 O 538 065 772.866 802,066 O 0 SOB. 10 - O 1,442,302 929,606 B16 1,498 422 55,626 111,746 1.442,302 .568, 920.173 0 97.374. 137,854 235.228 103,070 0 103,070 1,052,331 O 0 2.017,057 0 2.017.057 1,585,093 334,082 1,919,175 97,882 556.705 O. 57.941 281,957 339,098 206,457 50,000 256,457 640,146 0 0 445,913 96,195 542. IOB 542,108 0 542,108 0 313.307 0 579.305 0 579.305 654,824 25.000 679,824 212,788 169,273 0 14,550 25,000 39,550 0 0 0 20B,823 0 0 71.304 '72,590 143.894 133.894 101000 143,894 O 112.324 0 10,000 0 10,000 0 0. 0 ,.,122.324 0 0 1.097,744 730,540 1,840,284 1,835.976 12,308 1,1348, 284 0 177,572 0 15,000 12.308 27,308 0 0 O 204.1380 1,467 673.852 101.000 0 774,852 776,319 0 776.319 0 39.248 0 76,841 73,162 150.003 150.902 0150,902 38.349 O 0 751.116 0 751,116 751.116 0 751.116 0 200.234 0 1.646.5(0 0 1,646.510 0 1,846.744 1.846.744 0 42.365 0 625.692 0 625,692 0 668.057 660.057 0 5,715.648 9.518.974 13.262.023 5.056,456 27.B37,455 23,276.039 5.107,744 28.384,583 5.160.520 .......... .................. .......... ......... .......... .......... ..a...... .......... 109 CITY OF IOWA CITY FY85 OPERATING BUDGET RECEIPTS - TRANSFERS IN* TRANSFER TO TRANSFER FROM AMOUNT BUDGETED FUNDS - GENERAL FUND: Administration General Revenue Sharing $ 207,604 i j Prior Year Funding Payback 5,463 Parking Operations 269,600 Special Assessment 15,000 �I ^Police: Patrol & Records General Revenue Sharing 185,505, Traffic Engineering Road Use Tax 515,242 Streets Road Use Tax 1,331,502 j Cemetery ` Perpetual Care Trust 10,961 Library Cable TV Support 10,023• $2,550,900 r.. DEBT SERVICE: Water Operations $ 102,125 `1 Airport Operations 10,000 Pollution Control Operations 430,962 543,087 Parking Operations General Fund, Senior Center 4,000 F" i' PARKING RESERVE: Parkinq Systems Operations 508,865 u POLLUTION CONTROL RESERVE: Pollution Control Operations 137,8541^ r WATER RESERVES: Water Operations $ 231,957 50,000 281,9571 Water Reserve REFUSE COLLECTION, OPERATIONS: General Lund, Administration 96,195 j 25,000 LANDFILL, .RESERVES:.' Landfill Operations j AIRPORT OPERATIONS: General Fund, Administration 72,590 *Description of transfers appear on the followinq chart (Disbursements-Transfers Out). •" � 1 I 310 I i•� TRANSFER TO TRANSIT, OPERATIONS: F �r � ca ,.� i� TRANSIT, RESERVE: d.C.C.O.G. UNBUUGETED FUNDS - BROADBAND TELECOMMUNICATIONS: RECREATION: TRANSFER FROM General Fund, Administration General Revenue Sharing Transit Levy from General Fund Transit Operations General Fund, Administration Total Budgeted Funds Equipment Replacement Reserve Recreation Facility Fund Park Land Purchase General Revenue Sharing Total Unbudgeted Funds GRAND TOTAL 311 $ 350,098 240,451 159,991 AMOUNT $ 750,540 12,308 73,162 $5,056,458 $ 6,500 26,250 10,000 34,497 $ 77,247 $5,133,705 ;1 TRANSFER M BUDGETED FUNDS - GENERAL FUND: Administration Broadband Telecom- munications Recreation Parks Senior Center PARKING SYSTEMS: Operations POLLUTION CONTROL: Operations CITY OF IOWA CITY FY85 OPERATING BUDGET DISBURSEMENTS - TRANSFERS OUT TRANSFER TO J.C.C.O.G. Refuse Collection, Oper Transit, Operations Airport, Operations General Fund, Admin. General Fund, Library Equipment Replacement Res Recreation Facility Fund Park Land Trust Parking Operations General Fund General Fund Renewal & Improvement Res. Bond & Interest Sinking Res Renewal & Improvement Res. Bond & Interest Reserve Bond & Interest Sinking Res Debt Service 312 DESCRIPTION AMOUNT I Iowa City's Portion $ 73,162 96,195 Rj Operating Subsidy 350,098 I Operatina Subsidy 159,991 (' Transit Levy Operating Subsidy 72,590 $ 31", 752,0 Prior Year's Funding Payback $ 5,463 10,023 . �I a Cable TV Support Reserve for Future Replacement 6,500 27 ,986 e , i Reserve for Future Construction 26,250 '' 10,000 Park Land Purchase j Reserve Parking Spaces at Sr. Ctr. 4,000 Return Parking Fines $ Parking Lot 249,600 20,000,000 r % i Loan Repayment, As Per Bond Resolution 6060 As Per Bond Resolution ,000 8 778,46Yr I As Per Bond Resolution $ 24,000 12,000 As Per Bond Resolution 101,054 As Per Bond Resolution G.O. Bonds Debt Service 430,962 568,816 q _ TRANSFER FROM I WATER: .M Operations �r $1,331,502 515,242 1,846,744 t w ., ' ... Reserves z 240,451 w LANDFILL: 12 Patrol Cars & Equipment 157,120 ., Portable Radios & Dictating Operations Microfilming Equipment 12,850 ,J AIRPORT: Operations TRANSIT: J1 Operations ROAD USE TAX: GENERAL REVENUE SHARING J UNBUDGETED FUNDS - PERPETUAL CARE TRUST: SPECIAL ASSESSMENT: I i TRANSFER TO Depreciation, Extension & Improvement Reserve Bond & Interest Reserve Bond & Interest Sinking Res. Debt Service Bond & Interest Sinking Res. Reserve Debt Service Reserve General Fund, Streets General Fund, Traffic Engr. General Fund, Admin. Transit Opertions General Fund, City Manager General Fund, Patrol General Fund, Patrol General Fund, Records Capital Improvements DESCRIPTION AMOUNT As Per Bond Resolution $ 36,000 As Per Bond Resolution 30,000 As Per Bond Resolution 165,957 G.O. Bonds Debt Service 102,125 334,082 Call of Bonds 50,000 Future Land Acquisition 25,000 G.O. Bonds Debt Service 10,000 Replacement of Buses 12,308 Operations $1,331,502 515,242 1,846,744 Operations Aid to Agencies $ 157,604 Operating Subsidy 240,451 Computer Equipment 50,000 12 Patrol Cars & Equipment 157,120 ., Portable Radios & Dictating Equip. 15,535 Microfilming Equipment 12,850 To be Decided 34,497 668,057 Total Budgeted Funds $5,107,744 General Fund, Cemetery Maintenance of Lots $ 10,961 General Fund, Admin. Loan Repayment 15,000 Total Unbudgeted Funds $ 25,961 313 GRAND TOTAL $5,133,705 �i r i i CITY OF IOWA CITY FY85 OPERATING BUDGET _ AUTHORIZED PERSONNEL LISTING ------------ FY84 ------------ ------------ FY85------------ FULL PART FULL TIME FULL PART FULL TIME TIME ---- TIME ---- TOTAL -------------- EOUIV. TIME ---- TIME ---- TOTAL ----- EOUIV. --------- - C I l Y COUNCIL 7.00 .00 7.00 7.00 7.00 .00 7. 00 . 7.00 _ I CITY CLERK 3.00 .00 3.00 3.00 3.00 1.00 4.00 3.25. CITY ATTORNEY 4.00 .00 4.00 4.00 3.00 .00 3.00 3.00 MANAGER 3.00 .00 3.00 3.00 3.00 .00 3.06 3.00 CITY HUMAN RELATIONS 3.00 .00 3.00 3.00 3.00 .00 3.00 3.00 r+. DROADBAND TELECOMMUNICATIONS 1.00 1.00 2.00 1.50 1.00 1.00 2.00 1.50 FINANCE 30.00 3.00 33.00 31.62 31.00 3.00 34.00 32.62 1 GOVERNMENT BUILDINGS 2.00 .00 2.00 2.00 2.00 .00 2.00 2.00 ' CIVIL RIGHTS 1.00 .00 1.00 1.00 1.00 .00 1.00 1.00 PLANNING 'G:PROGRAM DEVELOPMENT 6.65 1.85 B. 50 7.33 6.90 1.85. 8.75 7.58 :•1 ENGINEERING 11.00 .00 11.00 11.00 10.00 .00 10.00 10.00 PUBLIC WORKS ADMINISTRATION 1.50 .00 1.50 1.50 1.50 .00 1.50 1.50 r C. B. D::.MAINTENANCE 1.00 .00 1.00 1.00 1.00 00 1.00 1.00 ENERGY CONSERVATION .00 1.00 1.00 .50 .00 1.00 1.00 .50 POI..ICE 63.00 2.00 65.00 64.00 63.00 2.00 65.00 64.00 FIRE: 50.00 .00 50.00 50.00 50.00 .00 50.00 50.00 ANIMAL CONTROL 4.00 .00 4.00 4.00 4.00 00 4.00 4.00 j HOUSING & INSPECTION SERVICES 10.50 .00 10. 50 10.50 10.50 .00 10.50 10.50 - TRAFFIC ENGINEERING 8.00 .00 8.00 8.00 8.00 .00 8.00 8.00 STREET SYSTEM MAINTENANCE 18.50 .00 1B. 50 19.50 113.50 .00 18.50 18.50 31.00 - FORFSTRY .00 1.00 1.00 2.00 .00 2.00 2.00 f +�- 1 CEMETERY 3.00 .00 3.00 3,00 3.00 .00 3.00 3.00 i PARKS & RECREATION 21.00 3.00 24.00 22.75 20.00 3.00 23.00 21.75 LIBRARY 19.00 15.00 34.00 30.75 19.00 15.00 34.00 30.75 I S rf i 314 m, CITY OF IOWA CITY FY85 OPERATING, BUDGET AUTHORIZED PERSONNEL LISTING 315 ------------ FY84------------ ------------ FY85------------ FULL PART FULL TIME FULL PART FULL TIME TIME TIME TOTAL EOUIV_- TIME TIME TOTAL EOUIV_- w ---- ---- ----- ---- - !s SENIOR CENTER 3.00 2.00 5.00 4.00 3.00 2.00 5.00 4.00 # TOTAL GENERAL FUND 275.1 2B.65 304.0 293.95 274.4 29.85 304.2 293.45 PARKING OPERATIONS 16.00 15.00 31.00 23.50 16.00 15.00 31.00 23.50 -^ J POLLUTION CONTROL OPERATIONS 17.00 .00 17.00 17.00 17.00 .00 17.00 17.00 WATER OPERATIONS 22.00 .00 22.00 22.00 22.00 .00 22.00 22.00 REFUSE COLLECTION OPERATIONS 10.75 .00 10.75 10.75 10.75 .00 10.75 10.75 ! LANDFILL OPERATIONS 6.75 .00 6.75 6.75 6.75 .00 6.75 6.75 OPERATIONS 1.00 00 1.00 1.00 1.00 .00 1.00 11.00 .AIRPORT TRANSIT OPERATIONS 28.00 27.00 55.00 48.25 28.00 27.00 55.00 48.25 J # TOTAL ENTERPRISE FUNDS 101. 5 42.00 143. 5 129.25 101.5 42.00 143.5 129.25 JOHNSON COUNTY COUNCIL OF GOVT 2.90 2.15 5.05 3.9E3 2.90 2.15 5.05 3.98 F EQUIPMENT MAINTENANCE 14.00 14.00 14.00 14.00 14.00 14.00 • .00 .00 i ASSISTED HOUSING 5.00 2.00 7.00 6.25 5.00 2.00 7.00 6.25 s e COMM DEVELOPMENT BLOCK GRANT 3.45 1.00 4.45 4.20 3.20 1.00 4.20 3.95 TOTAL OTHER FUNDS 25.35 5. 15 30.50 28.43 25.10 5. 15 30.25 28.18 i •n+Fc GRAND TOTAL 402.0 76.00 476.0 451.63 401.0 77.00 478. 0 450.88 315 , City of Iowa City MEMORANDUM DATE: January 13, 1984 TO: City Council FROM: City Manager RE: Material in Friday's Packet Memorandum from Mayor McDonald to chairpersons of boards/commissions regardin the annual meeting on February 9, 1984. Gi Memoranda from the City Manager: a. Mixed use in government buildings b. City of Carroll, Iowa 13 Copy of letter from City Manager to Dr. Harry Johnson regarding the hotel project. Memorandum from the Director of Public Works regarding the wastewater facility plan. Memoranda from the Director of Finance: a. Federal funding received in past years _G3 b. Cost per unit of refuse collection — Memorandum from the Human Services Coordinator regarding the Human Services Facility Proposal. Memorandum from the Director of Human Relations regarding City Employee Wellness Programs. Memorandum from the Transit Manager regarding Project Hard Times. __LL Memorandum from the City Clerk regarding liquor licgnse/conditional approval? Copy of letter from John Cruise representing GWG Investments regarding the library parking lot property. 14, Memorandum from the Director of Parks and Recreation regarding the /41 forestry plan. Minutes of staff meeting of January 11, 1984. 14, Memo from Human Services Coordinator re consolidated Human Services Facility. —14, Letter from GWG Investments re Old Library Redevelopment and Library Lot Development. MEMORANDUM DATE: January 13, 1984 TO: Chairpersons, Boards and Commissions FROM: Mayor John McDonald . RE: Annual Meeting of City Council and Chairpersons of Boards/Commissions The annual meeting of the City Council members and chairpersons of all boards and commissions is planned for Thursday, February 9, 1984, at 3:30 P.M. at the Highlander Inn. Each board/commission chairperson should be prepared to give a presenta- tion not to exceed five minutes on the accomplishments of the board/ commission during the past year, problem areas for the board/commission, and effort's being made during this next year. A dinner is planned for 6:30 P.M. Please contact Lorraine Saeger (356-5010) concerning your attendance at this meeting no later than February 3, 1984. cc: City Council City Manager /a9 City of Iowa City MEMORANDUM Date: January 4, 1984 To: City•Council From: City Manager Re: Mixed Use in Government Buildings Enclosed is an article wh.ich recently appeared in the Wall Street Journal which discusses multiple use (mixed public and private uses) of government buildings. Particular reference is made to a public parking garage in Portland, Maine, which includes retail tenants. This past summer, while on vacation, I viewed a city parking garage in Eugene, Oregon, which includes retail space on the first floor. The project was quite attrac- tive. If the City considers additional parking, beyond adding two stories to the Dubuque Street ramp, I believe we should give serious consideration to mixed uses. Mixed uses are desirable because they provide for more effective use of ground floor area. Iowa City has a very limited central business district. In addition, mixed uses provide a source of revenue%for the City. This revenue could be used to somewhat minimize parking charges or provide funding for maintenance of the central business district im- provements. For several years, the City Council has talked about whether the City should continue to absorb the costs of maintaining the central business district with property tax. - The mixed use concept could provide an innovative system of partial funding for the parking system and also the maintenance of these improvements. bdw/sp 130 . Mill 094_��t Government Buildings Offer Potential for Commercial Use By TiMmxr D. ScxeuxAxaT SIGfJRfe011ff Or TIIC WALL'T;LT `ou dAnesohsan stops by N HER LUNCH HOUR`secrgetary U a Othe Old Post Office buildinon Pennsylvania Avenue in Washington, D.C. She doesn't buy stamps, although she could. She does eat lunch with a friend araa Indoor cafe and visits Imagine all of this Inchgovernor government building,g's cavernous "she ays..look• ing around the bustling shopping and office mall. Federal officials the government's 2can adapt many more of ,500 buildings to partial commercial an�ark with, Just as they have this 10•story granite its huge clock tower. The Old Post office, a S30 million renovation Job, is the first building de- veloped under the Cooperative Use Act of 197.6 _ which permits mixed public and private uses in federal buildings. Besides the retail concerns, the building houses the offices of the government's National Endowments for the Arts and Humanities. Many mayors and some governors are also viewing their Pub- treasur- lie buildings, many of them drab and colorless, in a new light. They lees. unneeded They alsos hink in tiplece as a rce of use can addvenut for sdown owns and t 0 space street life. In P I municipal bold nS Iseoccopied tby ssuucch retailersuare eas a book store, a dry-cleaner, a computer store, a copy center, and a III ,_ .h.,., A,ranta,s oubifc ilbrery Includes a privately_1a operated slow in realizing the mixed-use ngs but now is catching on, mildings commissioner,of the i its Ii1•year ulxlna- -w for the proect unch nd burnish gjandalighting. The N MILLION DOLLARS has been spun[ m Evas Develoon phe 60000•square•foot retail spacto e ndthe sunlit atrium,ote thettand company hasn't skimped on Victorian brass tailings, red' Oak en he couldnwoodwork, f nd the right Jewfrosted elry•srory tenanlass and tlpres dent stairways. harles Evans decided the developer should bankroll its own, a fine cstume•Jew• elry store called Impulse. The results are Impressive. Traffic in the retail mall has been almost 50% higher than expected, and managers of many of the res* ts av early projections. Helping ecialty renshopperits say s is daily Y entertainment per. early p 1 formed on the semicircular stage in the atrium. Tourist traffic should clib whiskingvisitots ttoya tower Platform where elevator next year Zia a here the view of the c tytis said to surpass that from the Washington Monument. ul MS Shave aiisenOthatt c d10occcur nthe similarost fprojects elsome sewhere For one thing, noises and smells from the shopping mall have wafted upward to the Arts and Humanities offices, bringing otne complaints. Despite a 560000 acoustical system, "at times rou hear a muffled roar from below and it's disruptive; says a staff ncAdds Robert Stock. �n nistra- ndmb r at tces e cullrural age On windy days, the odors seem to be a is working t ittle worse;' Mr. Evans o correct deal hose fro blgove" Retailers and developers often get a good sueo ment landlords. For*lts yerlettheavilion, must pays the government annual r ust Evans 0.retot plus 10% of the profits above a specified base rate. The retail ten' ants In the Municipal garages in Portland pay a below-market rent totcharge thee emarket rate, cur" currently es come S fto S12 or a square wal. the cfoyot. Promising as the mixed-use trend may be, there are limits to its buildingstJust aren'msuitableaforment lords are commercial useeto find that Certainly the GSA is likely to run into solid opposition should It seek to Install stores In the FBI building in Washington. Former FBI -director Clarence ml�htinfil traterthecranks of sch a hopkeeperand fearing stomersthat o p 136 r, ^ City of Iowa Citi,_` MEMORANDUM Date: January 6, 1984 To: City Council From: City Manager Re: City of Carroll, Iowa A couple of months ago, Mr. Arthur Neu, a member of the Board of Regents, who also serves as the Mayor of Carroll, Iowa, asked that I assist Carroll in the selection process for a new city manager. Iowa cities, particu- larly council-manager communities, regularly provide gratis assistance to each other. This work for Carroll involved reviewing and evaluating applicant resum4s, verifying applicant information and checking references. Also, there were a number of conversations with Mayor Neu. As this request involved more time than the usual City inquiry, a large part of it was accomplished on my personal time. Carroll will reimburse Iowa City for out-of-pocket expenses, such as telephone calls. If you have any questions, please contact me. tp5/2 /3/ i ■ CITY OF CN/IC CENTER 410 E. WASHNGTON ST. January 10, 1984 Dr. Harry Johnson, Jr. 210 Medical Arts Building 825 Nicollet Mall Minneapolis, Minnesota 55403 Dear Dr. Johnson: IOWA CITY IOWA CITY. IOWA. 52240 (319) 356-5COD The new City Council asked that I write you concerning two issues relating to the hotel. First', the Council wishes to acknowledge with pleasure and approval your statement that the quality of the hotel will be superior to the typical Holiday Inn. It believes that, if this goal is accomplished, the final product will be very consistent with the City's central business district development. Because of the Council's concern for the quality of the hotel, it would be greatly appreciated if Mr. Beck will provide the City with written information concerning the designs and quality decisions .as the hotel proceeds. The City Council is very supportive of your efforts in providing such excellent quality. Second,- the Council expressed interest in engineering and structural problems related to the walkway between the hotel and Bushnell's Turtle. There is concern that snow falling off of the seven story portion of the hotel will represent a safety problem for pedestrians in the walkway. Also, the Council is concerned about the manner in which drainage will be handled from the walkway roof and surrounding area. Detailed engineering information indicating the structural capabilities of the walkway as it relates to wind and snow loads, particularly from falling snow, and guidance concerning maintenance should be provided to the City as soon as possible. Also, these matters will be a consideration in the issuance of the building permit for the walkway. Your usual cooperation will be greatly appreciated. iS*ncerel yours, Neal G. Berlin City Manager /sp CC: City Council Vernon Beck Andrea Hauer Mike Kucharzak 13Z City of Iowa Cit MEMORANDUM - Date: January 13, 1984 To: City Council and City Manager From: Chuck Schmadeke, Director of Public Works Re: Wastewater Facility Plan Attached to this memo is a November 5, 1981 status report on.the Iowa City Wastewater Facility. The estimated cost of each improvement, with the exception of the River Corridor Sewer Project, has not changed. The figures reflect 75% Federal funding and 5% State funding: The actual cost of the River Corridor Sewer and costs, as of October 31, 1983, for various studies and designs are as follows: SEWER SYSTEM FACILITY PLAN EXPENSES --OCTOBER 31,•1983 PROJECT COST Federal State Local Total I&I Analysis (Step 1) $ 68,500 $ 30,905.47 $ 99,405.47 Sewer System Eval- uation (Step 1) 234,400 - 77,643.65 312,043.65 Sewerage Facility Plan (Step 2) 1,886.836 - 756,454.31 2,643,290.31 River Corridor Sewer (Step 3) 5,025,231 $334,552 1,952,252.90 7,312,035.90 TOTAL $7,214,967 $334,552 $2,817,256.33 $10,366.775.33 Step 1 = Study Step 2 = Design Step 3 = Construction /33 ■ CITY OF IOWA CITY CIVIC CENTER 410 E. WASHINGTON ST. IOVVA CIT), 10vVA 52240 (319) 356-5CCO November 5, 1981 Status Report Iowa City Waste Water Facility Since the passage of the Federal Water Pollution Control Act Amendments (Public Law 92-500) in 1972, Iowa City has embarked on an aggressive program of investigation, analysis, and evaluation of its sanitary sewer collection and treatment system. This work resulted in the completion of Iowa City's Waste Water Facility Plan by October of 1979. The plan was subsequently approved by the U.S. Environmental Protection Agency on July 7, 1980. The Waste Water Facility Plan recommends the following improvements to eliminate negative environmental impacts (basement flooding, sanitary sewer infiltration, existing itreatment plant effluent, etc.) from our sanitary sewer system: Improvement River Corridor Sewer Southeast Outfall Sewer University Heights Sewer Sewer System Rehab Work Outfall Relief System Sewer Improvements Waste Water Treatment Plant & Related Work Total Cost All Improvements Total Cost $ 7,000,000 11,377,000 161 240,000 952,000 Federal State Share Share $ 4,988,000 $ 333,000 8,532,000 544,000 180,000 0 568,000 36,000 12,000 0 37,600,000 27,637,000 1,842,000 City Share $ 1,679,000 2,277,000 240,000 48,000 952,000 8,121,000 $57,989,000 $41,952,000 $2,796,000 $13,241,000 The City has proceeded with, and Federal 'and State funding has been provided for, the construction of the corridor sewer project and design of all other projects listed above. 133 City of Iowa City MEMORANDUM Date: January 12, 1984 To: City Council From: Rosemary Vitosh, Director of Finance R Re: Federal Funding Received in Past Years The attached schedule details the federal funding received by the City of Iowa City in the past seven years (FY77-FY83). Although the request from the Councilmember was for only five years of data, seven years of data has been provided since the information was readily available from recent reports. Please contact me should you need any additional information. bdw/sp Attachment /3# ■ - i FEDERAL REVENUE SHARING HUD PROGRAMS: Housing Authority - Section 8 Existing Housing Authority - Section 8 Rehab Low Rent Public Housing Fair Hsg. Assistance Co-op Agreement HCDA & CDBG: Hold Harmless Small Cities Second Year Metro Entitlement - DEPARTMENT OF TRANSPORTATION: Section 3 Capital Grant (Bus Acq.) Section 3 Capital Grant (Transit Fac.) Section 5 Operation Assistance Section 8 Planning Grants Section 18 Operating Assistance Section 18 Capital Grants Training Grant Master Plan Study Mass Transit Development Transit Planning Funds QUS/FEDERAL HIGHWAY ADMINISTRATION RONAUTICS DIV. -SAFETY PROJECTS FEDERAL AVIATION ADMINISTRATION NATL. ENDOWMENT FOR THE ARTS -CITY SPIRITS :..,., ENVIRONMENTAL PROTECTION•AGENCY: River Corridor Sewer Sewage Treatment Facility Airport Noise Abatement CITY OF IOWA CITY SCHEDULE OF FEDERAL FUNDS RECEIVED FOR FY77 THROUGH FY83 FY77 FY79 FY80 �I FY81 FY82 FY83 TOTAL $ $ $ $ 534,178 573,469 630,090 607,618 570,783 569,258 587,986 4,073,382 207,768 433,932 623,917 791,960 822,986 924,784 1,055,344 4,860,691 6,424 6,424 12,304 1,180,527 1,192,831 4,190 4,190 889,731 1,400,225 777,637 539,483 3,061,357 665,518 430,979 7,764,930 292,623 44,519 337,142 602,241 643,177 1,245,418 25,379 498,203 523,582 167,551 167,551 95,272 95,272 24,389 17,861 42,250 110,352 221,982 332,334 56,853 123,815 180,668 5,000 -- 5,000 7,911 -- 7,911 -- -- 43,058 -- -- -- -- 43,058 11,366 11,366 -- 68,438 -- 97,079 1,504,324 -- -- 1,669,841 2,816 2,050 4,866 -- -- 314,419 30,306 110,765 -- -- 455,490 31,369 6,218 -- -- 2,060 -- -- 39,647 1,319,900 2,299,200 516,300 393,131 4,528,531 200,100 873,300 654,336 1,727,736 -- 68,500 55,399 -- 2,500 -- -- 126,399 DEPARTMENT OF EDUCATION: PTFP Video Equipment Special Populations Involvement DEPARTMENT OF ENERGY: Energy Conservation for Institutional Buildings TAL FUNDS RECEIVED i i. i FY77 FY78 F�9 F$0 F$1' F�2 F$3 TOTAL $ $ 4,097 4,097 -- '- --_ -- -- 7,444 7,444 j� 3,290 -- 3,290 City of Iowa Cite MEMORANDUM Date: January 13, 1984 To: City Council From: Rosemary Vitosh, Director of Finance Teresa Kimble, Senior Accountant -1 Re: Cost Per Unit of Refuse Collection The fee for weekly refuse collection is $3.50 per month. $3.50. x 12 months divided by 52 weeks = $.81 per week. By using the FY85 proposed budget, the cost for weekly refuse collection, excluding the cost of the white goods pickup, is $.97 (see chart A). There is no fee' for the white -goods -truck to pick up white goods and bulky items. According to FY85 proposed budget, the cost for one stop for a white goods item is $1.34 (see chart 8). If the customers were to pay for one hundred percent of the cost of both of these services the monthly fee would need to be $4.30: proposed expenditures $542,1087 divided by 10,511 paying custom- ers2 divided by 12 months. The most recent estimates of costs per stop for FY84 and FY85 of refuse collection are: A. Cost of Regular Refuse Service Per Unit /3s FY84 FY85 2Stops in regular rural pickups 2Stops in, -City 111 111 on reg, refuse pickups 10,400 10,400 Stops free per week 154 154 Total weekly units for regular refuse collection 10,665 10,665 IBudgeted Expenditures $531,790 $542,108 less direct costs of white goods truck special. calls 4 341 4 596 Costs for regular refuse collection $527.1449 divided by 52 weeks $10,14 T. -2'T $10,336.12 divided by units of reg. refuse collection per week 10,665 10,665 Cost per stop of reg. refuse collection $ .95 $ .97 B. Cost of Special Calls for White Goods" Truck Per Unit Avg. calls for white goods pickup/week 65' 65 divided by total stops made by white goods truck per week 460 460 % of white goods pickups 14% 14% /3s **White goods include both appliances and bulky items (funiture). These estimates are based on more current costs and numbers of units served than were used for preparation of the Program Division Statement pages 235, 236 in the Proposed FY85 Budget. Chart A above shows the cost per stop of weekly regular refuse collection. The number of stops used for budget purposes are detailed in the chart above and are higher than those in the PDS. The number of free pickups -for elderly and handicapped - total 154 units as opposed to free pickups for handicapped only. The white -goods -truck picks up some of the in -City regular and all of the rural refuse collections. Upon special calls by customers, it also picks up white goods and bulky items that are not collected in the regular refuse collections. The Refuse Department keeps the statistics for these special calls and they are not billed. Chart B above shows the calcula- tions of costs directly related to the white -goods -truck and the cost per white goods pickup. FY85 projections are based on the same number of units, however, estimated costs are 1.9% higher than FY84 estimates. The expected increase in refuse customers for FY85 is not significant enough to change the number of units used for FY85 projections.• bdw4/2 i /3r 2 Cost of white goods truck: Operations & Replacement ($.50 * 20,000 mi.) + (120 * 12 mos.) $11,440 $12,012 Driver - MWI (avg. of 6 MW I's) $16,237 $16,984 Landfill fees (per Refuse's est.) $ 3,330 $ 3,330 $ 31,007 $ 32,326 % for white goods pickups 14% 14% Cost for white goods pickups —4.341 $ 4,526 divided by 52 weeks 83.48 $ 87.03 divided by avg. 6 of weekly white goods pickups 65 65 Cost per white goods pickups $ $ — — — T8d **White goods include both appliances and bulky items (funiture). These estimates are based on more current costs and numbers of units served than were used for preparation of the Program Division Statement pages 235, 236 in the Proposed FY85 Budget. Chart A above shows the cost per stop of weekly regular refuse collection. The number of stops used for budget purposes are detailed in the chart above and are higher than those in the PDS. The number of free pickups -for elderly and handicapped - total 154 units as opposed to free pickups for handicapped only. The white -goods -truck picks up some of the in -City regular and all of the rural refuse collections. Upon special calls by customers, it also picks up white goods and bulky items that are not collected in the regular refuse collections. The Refuse Department keeps the statistics for these special calls and they are not billed. Chart B above shows the calcula- tions of costs directly related to the white -goods -truck and the cost per white goods pickup. FY85 projections are based on the same number of units, however, estimated costs are 1.9% higher than FY84 estimates. The expected increase in refuse customers for FY85 is not significant enough to change the number of units used for FY85 projections.• bdw4/2 i /3r Johnson County Council of Governments 410EVvfjshingrcna. bAuGry,b aS2240 rr 0 MEMORANDUM January 12, 1984 TO: City Council and City Manager FROM: Cheryl Mintle, Human Services Coordinator RE: Human Services Facility Proposal .Background For benefit of new Councilmembers, the following is a brief update on the planning done related to consolidated human services facility. All year the Mayor and Chairperson of the Board met regularly on these 6 issues. Jan. -Feb. 1983 Council and Board of Supervisors voice concern in funding deliberations regarding agency rent, utility, phone and other increasing costs. Suggest need for study. Mar. -Aug. 1983 Agency sharing survey conducted. Agency salary and overhead cost study conducted. Follow-up space study conducted on agencies in- terested in shared space. August Mayor Neuhauser presents idea of U Smash 'Em as potential site for facility. Memorandum to Council discussing State CDBG application and study of U Smash 'Em (attached). September Council approves $700 to study U Smash 'Em. October Study of U Smash 'Em completed. Application made to CCN for feasibility study to prepare for grant in January. Council decides to keep U Smash 'Em property for other use but is supportive of project concept. Council includes study funds in CCN request to HUD - funds cannot be spent until 1/1/84 for study /0/0 ■ January 12, 1984 Page 2 November Agencies meet with Mayor and Chairperson of Board to explore various sites. Mayor suggests property at Linn and Harrison. Agency Steering Committee formed to visit sites. Mayor and Chairperson informed. December Memo (attached) sent to Council. Council discusses (at December 19 meeting) whether to go ahead with application in January. All continuing and new Councilmembers instruct staff to continue with application and study. Council is appraised of match requirement. PRESENT STATUS i Thursday, January 12th, the Johnson County Board of Supervisors passed a resolution authorizing an application to OPP for $500,000 for the Architects Alternative #2, New Construction - total project cost $1,070,000. They also authorized $285,000 toward the project. This action was taken with the understanding that less expensive sites would be explored for project j construction between now and the April approval date. The County is looking to the City Council for their feelings on the project in hopes that the City will provide $285,000 toward the project as well. The specific source of City funding does not need'to be designated at this time. City CDBG, land value, and Revenue Sharing would all be eligible sources. ADDITIONAL INFORMATION A summary of projected cost savings beyond rent's will be presented Monday, January 16th, at the Council's informal session. If you would like additional information or have any questions, please call me at 356-5242 or Judson TePaske at 356-5250. /3L Date: August 29, 1983 To: City Council From: Cheryl Mintle, Human Services Coordinator Re: Human Service Agency Space Hearing In June a questionnaire was administered to City, County and United Way human service agencies in order to ascertain where greater efficiencies and improved operations could come through agencies combining various administrative services. The results, compiled from that questionnaire, indicate that seven human service agencies appear interested in sharing space. Our review indicates that these agencies also appear to be the most logical for consolidation. Consolidation of several human service agencies into a centrally located facility has long been proposed as a more efficient and effective method of service delivery. The interested agencies included the following: Iowa City Crisis Intervention Center, Johnson County Chapter of the American Red Cross, United Action for Youth, MECCA, United Way of Johnson County, Youth Homes, and Community Coordinated Child Care (4 -C's). A follow-up questionnaire is in process to determine the space needs of the agencies more specifically. -The Johnson County Diversion Program has also indicated that they would be interested in coming together in a shared facility since the questionnaire. The Johnson County Board of Supervisors has expressed a willingness to apply for partial funding for building renovation through Community Development Block Grant funds from the Office of Planning and Programming. Grants are due January 1984 and funds available April 1984. Individual grants can be as high as $500,000. The proposed project is an eligible activity for CDBG funding and Johnson County ranks high (4th out of 160 large communities) in the community- wide ratings. One building that has been considered as the facility to house this consolida- tion of human services is the U -Smash -Em building, 126 S. Gilbert. The United Way Director, the County Planning Director and I toured the building with two staff members of Pierce King Architect: Associates in an effort to determine its suitability for this purpose. The attached cost estimate from Pierce King was submitted to United Way, detailing aspects of the building they would study for a cost of under $2,000. The human service agencies, including United Way are most interested in pursuing this project, and this site, but the cost of the study is prohibitive for them. It was felt that the City could benefit from this feasibility study even if the building is not used for consolidating human services and therefore would be willing to authorize funding for such a study. Therefore, I am transmitting this estimate from Pierce King for the Council's funding consideration in order to determine whether the U -Smash -Em building is a Positive alternative for a consolidated human services facility. /36 I a K: r i Johnson County Council of Governments 410 E \,C, 11rrj[cn St In,+,o C:iy lar 3 52240 rr oO Date: December 14, 1983 To: City Council, City Manager, Johnson County Board of Supervisors From: Cheryl Mintle, Human Services Coordinator Judson Te Paske, County Planning Director pe: Joint Human Services Facility Planning UPDATE ON JOINT HUMAN SERVICES FACILITY PLANNING: As you know, 11 human services agencies have been pursuing facility consoli- dation. These agencies include: Community Coordinated Child Care (4 -C's), American Red Cross, United Way, United Action for Youth, Youth Homes, Juvenile Diversion, Crisis Center Intervention and Food Bank, HACAP, MECCA, Mayor's Youth Employment and Independent Living. After several meetings and researching and visiting several sites we have arrived at the following three options which we would like to pursue more fully: -Purchase of two existing buildings near downtown Iowa City. -New construction on City property. It is our plan to use the $5,000 CDBG funds for an architectural and engi- neering study of these three options. We are in the process of drafting the specifications for this study prior to requesting bids. As you can see from the following schedule time is of the essence. TENTATIVE TIME TABLE: December 12 Grant preparation begins. December 12-16 Design for architectural study completed. December 19 Grant and match discussed in formal session of Iowa City Council. December 20 Grant and match discussed in informal session of Johnson County Board of Supervisors. December 22-30 Bids let for architectural study. January 1-9 Architectural study completed on three options. :leek of January 9 Agency, City, and County meeting to select option and . discuss match. January 12 Public hearing on application for CDBG funding. January 18 Grant application due to OPP. /136 IN r 2 LACAI, MATCH REQUIREMENT: We also wanted to make you aware of the fact that although there is no official match requirement, evaluation points are earned for cash match with 508/508 receiving the top point value. OPP staff has indicated that Iowa City CDBG, agency rents, and in-kind matches are not eligible as cash match and would not earn points. Early next week the Iowa City Council and the Johnson County Board of. Supervisors will be asked to consider cash match camnitments to the project. Any suggestions related to match or any other aspect of the project would be welcomed. Please call Cheryl at 356-5242 or Jud at 356-52450 with any cannents or questions. bj3/8 136 I' -, City of Iowa Cif" MEMORANDUM Date: January 5, 1984 To: Members of the City Council From: Anne Carroll, Director of Human Relations Re: City Employee Wellness Programs At the completion of one year of wellness programs for City employees, the following is a review of the activities which have comprised to date the two separate wellness programs - one for general City employees and one for Police/Fire employees. General City Employee_ Wellness Program The program for general City employees (other than the sworn members of the Police and Fire Departments) began in late Fall 1982 and involved the assistance of the Johnson County Health Department to a great extent. The portion of the program provided by the Johnson County Health Department consisted of: 1. A lecture and film orientation to' the concept of wellness and the components of physical fitness. 2. A physical assessment in which the employee is given a number of tests of strength, flexibility, body composition, endurance, etc.; with his/her results compared to national norms based on age and sex. 3. A brief individual consultation with a fitness counselor to discuss areas of deficiency and outline a realistic fitness improvement plan. 4. Periodic retesting and consultation to measure progress; Approximately 140 of the 360 employees eligible to participate in this program have done so over the last year and have been permitted to partici- pate on City time. Other components of the program for these employees have included a stop smoking class (also conducted by the Johnson County Health Department) and aerobic dance and exercise classes conducted as regular Iowa City Rec Center classes with preregistration and payment of the first class fee for City employees. Approximately 75 employees have participated in these Rec Center classes and many who signed up one year ago have continued attending consis- tently since then. Additionally, from time to time free or low cost booklets such as "The Way We Eat" which has been attached are distributed to all employees with paychecks. Other topics have included smoking, fitness and alcoholism. Costs of this program for general City employees have been minimal to date, however, are expected to increase in the next year as the Johnson County Health Department loses grant funding and must begin to charge for their services. An expanded service level request for $5500 has been submitted as part of the FY85 budget to cover these costs and to provide employees with /3% ■ 2 their choice of one wellness service option such as a blood cholesterol test, a computerized health profile, fees for stop smoking, diet or exercise class participation, etc. Although empirical data has not been formally collected, it is reported and observed that many employees have made drastic positive changes in eating, exercising and smoking habits as a result of the program. Additionally, wellness has been one of, if not the most popular program offered to employ- ees and it has had a very positive impact on employee morale. It is our hope and belief that involvement in the wellness program will also result in lower usage of health insurance and sick leave and thus have a positive financial impact as well. Police/Fire Wellness Program A separate and more intensive wellness program for Police and Fire *employees was made possible in FY84 through a $20,000 budget appropriation. Due to the Police and Fire pensions systems in which pensions of two-thirds of salary are awarded for heart/lung ailments as automatically duty related, the potential for cost savings through prevention are sizeable. (In the last 18 months two such pensions have been awarded and one application is currently pending before the Pension Board, with physician's recommendation that it be granted.) Additionally, peak physical performance is often demanded in these jobs. A Task Force comprised of twelve members of the Police and Fire Departments, myself, and the City Manager was established last January and since then has met regularly to coordinate all program activities. The Task Force reviews and recommends purchase of equipment and services and establishes program provisions. Task Force members survey department employees regarding their program preferences and serve as the medium of exchange of information. The Task Force objectives and progress to date are as follows: 1. Equipment and Facilities An exercise "room" has been established in the Central Fire Station Engine Room. A used weight machine and related equipment were purchased at a significant savings. Other equipment such as exercise bicycles, free weights, etc. were purchased or donated (by the Iowa City Associa- tion of Professional Firefighters, and in memory of Fire Captain Jon Delsing). Outlying fire stations are equipped with home fitness center type equipment and exercise bikes. Training in the safe use of the equipment has been provided and the equipment is being used by a large percentage of Police and Fire employees. We continue to look for a facility more suitable than the Engine Room for this equipment due to problems of space, ventilation and water dripping from fire trucks. 2. Medical/Fitness Evaluation The Task Force identified the following needs in this area: /37 3 1. A complete medical examination for all Police/Fire employees. 2. A complete fitness evaluation for all of these employees including tests of strength, flexibility, endurance, body composition, etc. 3. Development of an "exercise prescription" for each employee which outlines a safe and effective program for the employee to increase j his/her level of fitness/wellness. i 4. Follow-up fitness evaluations. Proposals to provide these services were prepared by the University of Iowa (whose proposal included a research component), Medical Associates, the Aerobic Institute of Dallas, Texas (which has a national reputation in this area), and Mercy Hospital, Iowa City. After a lengthy evaluation of propos- als, the Task Force determined that employees should receive medical examina- tions from the physician of their choice (according to service and price guidelines established by the Task Force), and contracted with Mercy Hospital to provide the other services. All Police and Fire employees completed medical examinations by January 1, 1984. Other services will be provided by Mercy the week of January 9-13. Reevaluation and consultation will also take place in July 1984 to measure progress. Participation in the medical exam was mandatory for all Police and Fire employees, with voluntary ,participation in all other phases of the program. Employees were very eager to receive the medical examination and enthusiasm for participation in the remainder of the program appears high at this point. Services Other wellness services which have been offered to Police and Fire employees have included: j 1. A series of stress management seminars for the Police late night shift, i .which if successful may be offered to other Police and Fire employees, The seminars were conducted by Dr. David Rosenthal of the University of Iowa Counselor Education Department. 2. A stop smoking program was conducted by the staff of the University of Iowa Preventative Medicine Division. Fees for participation in this program were split between the City and participating employees with reimbursement to the employee after six months if he/she has maintained no smoking. The program has had a high level of effectiveness to date. 3. A 16 -week diet group conducted by a diet consultant/University of Iowa graduate student. Also in this class, fees for participation were split and employees who maintain target weight loss six months after completion of the program will be reimbursed. For most participants, the program has been very effective and some weight losses have exceeded 20 pounds so far. /37 l 4 4. Nutrition education sessions were conducted on regular Fire Department training days by University of Iowa Home Ec/Nutrition grad students for all Fire Department Employees. Two sessions of three hours each were held for each Fire shift and covered the basics of nutrition, and menu planning and food preparation emphasizing cardiac disease risk reduction. The programs were well received by the Fire Department and have resulted in changes in on -duty nutrition. No Smoking Earlier this year establishment of employment agreements or contracts between the City and employees being hired or promoted into Police/Fire positions was discussed and resulted in considerable protest from these employees. Since that time the City Manager and I have met on a number of occasions with a subcommittee of employee organization representatives to promote a coopera- tive relationship in dealing with this issue. In working with this subcom- mittee, the City has agreed not to implement pre-employment agreements which ban smoking and establish physical standards. The City has reserved the right to include a hiring ban on smokers when next advertising for entry level positions in the Police and Fire Departments, however. No smoking would be added to the current list of physical requirements in effect for these positions such as eyesight, hearing, and physical condition require- ments. Again, the rationale for taking steps to reduce snaking among these employees is that heart or lung disease is automatically presumed under the Iowa Code to be duty related, and thus pensionable at the two-thirds rate. Generally, we have been very pleased with the results of our wellness programs to date. They have been conducted on a cost effective basis we believe, which is in part due to the fine cooperation we have received from the Johnson County Health Department, from University of Iowa staff, Mercy Hospital, and a number of other organizations and individuals. During the next year we hope to continue to raise consciousness about wellness among City employees and provide them with the means to voluntarily increase their health and fitness, reduce the risk of disease and maintain their ability to effectively perform their jobs. As these activities continue to take shape I will keep you informed. Please contact me if I may supply any additional information. /sp 137 City of Iowa Cit", = MEMORANDUM*7 - Date: January 4, 1984 To: Neal Berlin, City Manager From: Larry McGonagle, Transit Manager p� Re: Project Hard Times �✓%� V Following is a summary of Project Hard Times. The trial period ended December 5, 1983. Project Hard Times provided free bus tickets for individuals seeking employment. These tickets were provided through Job Services. Each time an individual visited Job Services they could receive three tickets. This would allow them a ree rid return home and back to J it interview, ounce wis es o continue this progra ansit needs to know if the ONTH TOTAL NO. PARTICIPANTS AVERAGE PER DAY TOTAL REVENUE LOST Sept.* 80 4.21 Oct. 90 4.29 $ 32.00 Nov. 128 6.10 $ 36.00 Dec.** 35 5.83 $ 51.20 TOTAL 333 E 14.00 13 . *Started September 6, 1983. "Ended December 5, 1983. bdw3/2 13017 I. City of Iowa City MEMORANDUM DATE: January 4, 1984 TO: Iowa City City Council FROM: City Clerk Marian K. Karr RE: Liquor License/Conditional Approval FOR YOUR INFORMATION --Conditional approval was given at the 8/16/83'Council meeting to Mama's, Ltd., 5 S. Dubuque Street for Sunday Sales/Liquor permit. They have submitted, after the 90 -day period, the required information which allows them to retain their permit. Also, conditional approval was given at the 9/27/83 Council meeting to Chez Andre, 1200 S. Gilbert Court, for Sunday Sales/Liquor permit. They have submitted, after the 90 day period, the required information. At their request as of December 11, 1983 Chez Andre will not be open for business on Sundays. /39 i BARKER, CRUISE & KENNEDY LAWYERS CHARLES A. DARKER 311 IOWA AVENUE • P.O. BOX 2000 JOHN 0. CRUISE IOWA CITY, IOWA AREA CODE 319 MICHAEL W. KENNEDY 52244 TELEPHONE 351.8181 JAMES 0. HOUGHTON DAVIS L. FOSTER ANN M. CRUISE January 10, 1984 Ms. Marian K. Karr JAN 10 1984 City Clerk City of Iowa City MARIAN K. KARR Civic center CITY CLERK 3 410 East Washington Iowa City, IA 52240 Re: GWG Investments - Purchase of Library Parking Lot Property Dear Ms. Farr: With this letter I will be delivering to you the Notice of Exercise of Option given to the City by GWG Investments con- cerning the Old Library Parking Lot property. Enclosed with the Notice is a certified check in the amount of $20,500.00. I will have an extra copy of this letter and copies of the Notice and check to be filed stamped and returned to my office. I would ask that you see that this is brought to the at- tention of the Mayor, Members of the Council, and City Manager Neal Berlin. Further, I would ask that the City review the entire matter and let me know immediately if there are any legal problems as to the sufficiency of the Notice of Exercise of Option. Thank you for your attention to this. Ve truly//yours, (MA�ns/ Ohn D. Cruise JDC/bp Enclosures cc: Bruce R. Glasgow Allen J. -Wolfe Joseph W. Glasgow IV6 NOTICE OF EXERCISE. OF OPTION TO: Citv of Iowa City, Iowa Civic Center 410 E. Washington Street Iowa City, IA 52240 Attention: Mayor John McDonald Members of the Council City Manager Neal_Berlin The undersigned, as lawful representative of GWG Invest- ments, provides written notice herein of its exercise of the Option to Purchase the Library Parking Lot for the purchase price of $205,000.00. This Option to Purchase is provided for in a Contract by and between the City of Iowa City and GWG Investments dated January 18, 1983. The undersigned also tenders with this Notice a certified check in the amount of $20,500.00 as earnest money. The under- signed further provides that this Option has been exercised in accordance with all terms and provisions of the option con- tract and the Citv of Iowa City shall convey said property within sixty (60) days after receipt of this Notice- and the balance due on the purchase shall he paid within sixty (60) days of this notice. DATED at Iowa City, Iowa, this 6th day of January, 1984. GWG Investments, an Iowa General Partnership Brune R. Glasgow, Rrtner /qa r'7' City of Iowa Cit MEMORANDUM Date: January 6, 1984 To: City Manager and City Council From: Dennis E. Showalter Re: Forestry Plan In April 1983, a question was raised about the number and condition of trees which were contracted to be removed from city streets. In response, the City Council asked for a Tree Plan for Iowa City which would establish criteria for tree removal, trimming and planting. When the plan was forwarded to the Council and discussed, the Council felt that the plan was too rigid and binding and should be altered. The revised attached plan results from that discussion and includes a maintenance section. It is desirable for the City to have a Forestry Plan to spell out policy and set goals. The* adoption of this. plan will help ensure uniform administration of city trees over a long period of time. The item will be scheduled for informal discussion. bj5/5 i FORESTRY PLAN - IOWA CITY, IOWA I. Removal II. Trimming III. Planting (New) IV. Maintenance (New) I. Removals. December 23, 1983 Trees will not be removed unless absolutely necessary. Every care and precaution will be exercised to preserve existing valuable trees. Trees will be removed when the following conditions are present: A. The tree is 50% or more dead. B.• The tree is weak structurally and dangerous to people or property. C. The Forester will declare these trees to be in "imminent peril". At the present level total removal of street trees probably will not exceed 30 per year. A consistent average should hold at 20. These estimates include both trees to be removed by contract and by City staff. II. Tree Trimming. Criteria for determining priorities. A. Trim younger, healthy trees first. B. Trim other healthy middle-aged and specimen trees of a desirable species which are favorably located, so that they have an excellent chance of achieving maturity. C. All other trees which are obviously deteriorating and dying should not have trimming money spent on them. Exceptions may be made for a dangerous limb, etc. III. Planting Goal. A. One -hundred trees will be planted per year on City street right- of-w:y or private property, as provided below, and will not include City Park or other City property. Any planting performed on these areas will be in addition to street tree plantings, and will be budgeted for by the respective division or department head. Approximate cost estimates: FY85 - 100 trees @ $100 $10,000.00 (includes inflation estimate) Approximate labor hours - 2 laborers @ 100 hrs. @ $4.00/hr. 400.00 1 tractor operator @ 50 hrs. @ $10/hr. 500.00 Total $10,900.00 /7/ A i FORESTRY PLAN - Decembc 23, 1983 Page two B. First priority will be given to replacing all trees removed by previous years' removal contracts, conditioned on the trees meeting the foTlowing criteria. ' 1. The parking area must be 10 feet minimum from inside curb to inside sidewalk. 2. The replacement will not cause undue competition with other adjacent trees; i.e., too close. 3. The replacement position must not create any major problems with utilities, sight or traffic problems. 4. The adjacent homeowner wishes to have the tree replaced and agrees to water the tree for the first two growing seasons. C. If 1, 2, or 3 of the above criteria cannot be met and the homeowner still wishes to have the tree replaced, the City will replace the tree on the homeowner's private property subject to criteria being met for that purpose; i.e., location, species, maintenance. j D. In 1, 2, and 3 above, approximately 40% of the trees will not meet I the criteria to allow replacement. This will leave an average of j 60 trees per year to be incorporated into the uniform planting described below. E. The uniform planting will follow a logical progression through the City. These plantings will usually occur in newer sections of the City, but may in some cases overlap with replacement of -trees at contract removal sites previously mentioned. - Currently there are three major areas which can be categorized as having low tree densities. The areas are bordered by.the follow- ing roads: (1) east of Morman Trek, south of Melrose to Emerald Street, south of Benton and west of Weber Street; (2) south of Highway 6, east of Keokuk to Lakeside Drive; and (3) east of First Avenue, north of Highway 6, south of Rochester Avenue. Granted there are areas within these designated areas that have perFectly acceptable tree densities, however, for the ease of explanation, these general boundaries have been used. There are areas located between the Central Business District and these outlying areas which will require some plantings, however, they can be included in removal transplanting as they are not major in size. F. .The area south of Highway 6, east of Keokuk to Lakeside Drive, will be the first area to be planted and -will be done in the spring of 1984. This will be the first large scale area where we will purchase and plant the trees on private property, with the understanding that the homeowner will maintain the tree at their expense. We will also test this procedure with some of the homeowners who had trees removed from the parking during the summer of 1983 removal contract. FORESTRY PLAN - December 23, 1983 Page three G. This planting plan will be projected over a five-year period during which time it can easily be modified to accomodate more trees per year, or the same amount of trees over a longer period of time. IV. Maintenance. One year ago, the Forester completed the street tree inventory, which shows that we have 8,500 street trees to maintain. This figure does.not include public trees in City parks, alleys, and highway right-of-way. To maintain the present tree resource in an acceptable condition and provide adequate care for newly planted trees, the following personnel will be needed in addition to the Forester/Horticulturist. They are included in the proposed FY85 budget. 1 Maintenance Worker II $13,457.00 1 Temporary - 9 months @ 40 hrs./wk. @ $4.50/hr. 7,020.00 2 Temporaries - 16 weeks ea. @ $4.00/hr. 5,120.00• Total 25,597.00 Additional equipment will also be needed. The proposed FY85 budget includes $6,000 for the transfer of a two -ton flatbed truck from the airport to Forestry. When the Forester's pickup is replaced, a quarter -ton pickup (approximately $8,000) should be purchased. A high -lift boom attachment, which will reach 36' above the ground (approximately $12,000) should be purchased for the pickup. This will greatly increase our ability to trim trees, and reduce contracting amounts for same. MINUTES OF STAFF MEETING January 11, 1984 Copies of the referrals from the informal Council meeting were distributed to the staff for review and discussion (copy attached). Items for the agenda of January 17 will include: Resolution authorizing the Mayor to sign an agreement with IDOT for the Iowa Avenue Bridge Recommendation from P&Z to recommend to Coralville approval of Woodland Valley Estates Set public hearing on February 14 on PAD plan for Orchard Court, Lots 7 and 8 Two resolutions to clear title on the hotel parcel Public hearing on Historic Districts Final consideration of -ordinance on Chapter 17, Roomers Second consideration of Building Code Public hearing and resolution on IRBs for Gilbert Towers Appointments to Planning and Zoning Commission, Committee on Community Needs, and Resources Conservation Commission Resolution certifying unpaid water, sewer and refuse charges to the County Auditor Amendment to Nondiscrimination Ordinance The City Manager requested that the Assistant City Manager draft a letter to local legislators regarding a meeting the the near future regarding the collective bargaining bill. Prepared by: Lorraine Saeger 1112- Informal Council Meeting January 9, 1984 SME( Information for City Cot packet Sewer plant - land Actual cost of householc collection vs. fee Hotel/Motel tax - Reserr recreation/parks Special Census Saturday budget meeting Informal Meeting - Sche( nFPARTMENT REFERRALS Informal Meeting January 9, 1984 Page 2 SUBJEt Boards and Commission Mf February 9 igns on Public Right of Pending List r I Johnson Ccs-ity Council of Govermmo-Its 410EVUbshingtcnSt. cAu Ciry, laves 52240 rr% o MEMORANDUM TO: City Council and City Manager FROM: Cheryl Mintle, Human Services Coordinator RE: Consolidated Human Services Facility January 16, 1984 HISTORY A Johnson County Regional Planning Study done in 1972 explored the possibility of a consolidated human services facility.. Consolidation was recommended as a method of improving service delivery and cost effi- ciency. Twelve years later that concept is still alive but unimplemented in Iowa City. Over the years, various planning groups have reidentified the need for the facility. NEED AND POTENTIAL IMPACT The need and impact statements, in outline form, prepared for the Iowa Community Development B1ock.Grant are attached. , In addition to the rational listed in the State application, other needs exist for a combined facility. HACAP, the youth serving agencies (Mayor's Youth Employment, Youth Homes, United Action for Youth and Juvenile Diversion) and Friends of Old Brick (housing United Way, Crisis Center, and Independent Living) all made application to CCN last year for Iowa City CDBG funding for space needs. That was a total of $365,900. The previous year $70,000 was allocated to Independent Living for purchase of a house. Requests made were as follows:, HACAP: $188,900 requested to construct a building to house offices and HACAP program. The move to Lake- side has been plagued with a variety of concerns re- quiring costly renovation from fire codes to zoning. This agency must relocate. YOUTH AGENCIES: $130,000 requested to buy and renovate an older home for three youth serving agencies to share with goal of increased cooperation. Mayor's Youth is losing its' present space.and must relocate. OLD BRICK: $47,000 requested from Friends of Old Brick, Inc., to make the building accessible, especially to the handicapped clients of Independent Living, located on the second floor. Watching just one client nego- tiate steps is enough to convince anyone that Inde- pendent Living must be made accessible. Funds were to install an elevator. /�3 January 16, 1984 Page 2 INDEPENDENT LIVING: $70,000 was approved by CCN and the Council in the previous year for a house for this project. The program turned back the funds since they did not have a secure enough funding base for ongoing operations. I TOTAL REQUESTED OF CCN: $435,900 Most of these agencies are currently in substandard working conditions in terms of comfort, space, accessibility, and parking. COST BENEFITS As noted earlier, just three proposals made to CCN last fall totaled $365,900. At that time the Human Services Coordinator recommended deferral due to the potential for a consolidated facility application to the State. CCN did follow that recommendation and funded the recent study of a combined facility. Together with the previous year's funding of Independent Living, there is a total of $435,900 of local CDBG funds that might have been allocated to help only some of the needy agencies. Those in Old Brick would have still been paying rent although the space would have been made accessible. OVERHEAD POTENTIAL I COSTS NOW* SAVINGS Renrs $43,423 $43,423 Utilities 17,764 15,329 (30% more efficient - assuming similar usage) Equipment, 22,001 2,200 (101" conservative estimate) Supplies Printing Telephone: Service 12,501 1,250 (10% savings in central system) Long Distance 6,620 1,655 (25%`savings using Watts) PER YEAR $102,309 $53,857 52.6% savings Additional savings may be achieved from consolidation in staff duties related to shared space. *MECCA, CAHHSA, Big Brothers/Big Sisters not included. /�-3 January 16, 1984 Page 3 FACILITY OPTIONS As you know, we have been exploring two alternatives: New construction and a building at 401 S. Gilbert. Neumann Monson were asked to study these two options to determine the total costs of each and make a recommendation. They found that the $312,000 older building could ultimately cost $403,650 to bring to usable condition, total of $715,650, and that new construction on the Harrison and Linn Street City -owned site would cost a maximum of $1,070,000. RECOMMENDATION Staff concurs with new construction as the best alternative in this situation. Existing buildings that will be convenient for clients have either high price tags or inadequacies such as virtually no parking or a need for major renovation which is ultimately costly. 401 S. Gilbert would not accommodate HACAP and the costs to make it more energy efficient, accessible and safe come close to new construction even though there may still be hidden costs once renovation proceeds. In the next three months, while awaiting approval, we should continue to explore less expensive building sites for new construction and the State application can always be revised downward if such is found. It is my recommendation that the City join the County in their State CDBG application and allocate $285,000 toward the project. /�3 THE COMMUNITY HAS A LARGE AND CLEARLY IDENTIFIABLE NEED AS DOCUMENTED BY THE NUMBERS OF LOW -MODERATE INCOME PERSONS BENEFITED BY THE PROGRAMS OF AGENCIES AUTHORIZED TO PARTICIPATE IN THIS PROPOSED CDBG PROJECT. THE CONTINUED OPER- ATION OF AGENCIES AT INDEPENDENT LOCATIONS WILL INVARIABLY REDUCE THE LEVEL OF AVAILABLE SERVICES AS MORE DOLLARS ARE SHIFTED AWAY FROM SERVICES TO PAY FOR OVERHEAD COSTS. LOW -MODERATE INCOME BENEFIT: *15,744 low -moderate income persons served, (63% of total persons served and 46% of County's low -moderate income population). 24,949 total persons served, (30% of total county population). Needs include emergency assistance, chronic needs, and opportunities for handicapped adults. See attached chart, FY83 Agency Statistics, for details. *Access for low -moderate income clients will be improved with a centralized facility. Unsafe and inaccessible locations currently exist, especially for handicapped. Agencies are widely dispersed (see map), and are costly in time and money for clients to reach. Dollars for service are becoChing increasingly more limited. Many state and federal sources are being cut or not keeping pace with in- flation; agency costs increase more rapidly than funding sources' ability to reimburse. The concept of public and private sharing and consolidation in human services in order to save funds is a national trend. The willingness to accomplish such sharing is very rare, but agency relations in this county are uniquely positive. Unusual nature of county population places unique demands on local agencies. The presence of a major hospital complex for the indigent, VA Hospital, and other state services draws law and moderate income people who need service to the area. NEED DOCUMENTATION: *Need identified in 1972 county planning study and in several subsequent studies. *Project included in local community development plan. *Letters of support from agencies and Boards have been submitted, see attached. County Board of Supervisors, United Way, County Department of Human Services, and local municipalities endorse the need for the project. OUTSIDE AGENCY SUPPORT: *The Iowa Department of Human Services county office has endorsed the project. Also see Iowa Comprehensive State Plan for MH, MR and DD. Endorsed by OPP State Youth Coordinator. *State agencies which can endorse the effectiveness of local agencies involved in this project are listed by names on attached chart. CDBG funds are essential to the successful completion of the project. No other funds are available from conventional funding sources to implement a project of this magnitude. A site survey and feasibility study has been funded and local cash match provided. No other appropriate source of funds has been available until now. Local agencies are unable on their own to se- cure funding for a facility of this nature. DUE TO PRELIMINARY study work completed by staff and the consultant the pro- ject groundwork has been completed and the project can be undertaken and com- pleted in a timely manner. THE CONSULTANT'S STUDY has taken into consideration population projections and the proposal has been structured to accommodate anticipated growth. COORDINATION: *Project seeks to eliminate existing duplication of effort and inefficiencies in local human service delivery. County, municipality, Council of Governments, Department of Human Services, United Way, and 11 human service agencies and Board of Directors are cooper- ating in planning this project. All County, City, and United Way funded agencies were surveyed for their interest in being located in the facility. *Past practices, renovation of existing buildings, and new construction have been studied in depth. Consultant's study has concluded that new construc- tion is more cost effective. I THE PROPOSED PROJECT WILL PROVIDE A COST EFFECTIVE, LONG TERM SOLUTION TO THE PROBLEM OF PROVIDING CARE AND EMERGENCY SERVICES TO A SIGNIFICANT NUMBER OF LOW AND MODERATE INCOME HOUSEHOLDS AND INDIVIDUALS. THE PRACTICE OF OPERATING INDEPENDENTLY HOUSED AND STAFFED HUMAN SERVICE AGENCIES HAS PROVED TO BE 114 - EFFICIENT AND UNECONOMICAL, AND HAS THREATENED TO UNDERMINE THE LEVEL OF ACTUAL SERVICE AND REDUCE THE NUMBERS OF PEOPLE SERVED. THE PROPOSED PROJECT WILL PROVIDE THE NECESSARY UNDERPINNING TO ENSURE STABILITY TO THE COMMUNITY'S HUMAN SERVICE DELIVERY SYSTEMS AND A BASE FOR A CONTINUED HIGH LEVEL OF CARE. SATISFIES IDENTIFIED NEEDS: *Economic opportunities and an improved living environment will be more readily available to 15,744 low -moderate income persons as well as a total of 24,949 clients served by the agencies. These figures represent 46% of county low - moderate income population and 1/3 of the total. It is anticipated that the number of clients served in FY85 would significantly increase, after project. *Makes services accessible and more convenient for low -moderate income presons. *Centralized facility makes services less expensive, time consuming, and frus- trating for clients to reach. *Safe and accessible for handicapped - would provide increased service to the handicapped. COST EFFECTIVE. Frees money for more direct service to clients. *$43,423 spent each year in rents by these non-profit agencies saved. Utility and maintenance cost will also be reduced. *Shared printing, phone answering, purchasing, reception, equipment usage, com- bined personnel benefit plans, can all give additional cost savings through agency consolidation. *Increased small agency stability and better service coverage would be provided. *Increased agency interaction would be possible including improved referrals among agencies. Project is in locally designated urban revitalization area. Public development in this area will likely stimulate additional private investment. THE PROJECT will improve the character of the neighborhood and will increase local property values. NUMEROUS new construction jobs will be created over an eighteen nwnth period. COUNTY PROJECT is necessarily greater than the level of services and facilities customarily provided by this size of community in Iowa. The county has a dis- proportionate demand for human .services due to hospital and state agency com- plexes located here. ALTERNATIVES: The proposed concept has existed for 12 years. An extensive study of alternatives has been locally funded and conducted by Neumann Monson Architects. Local officials and human service agency representatives have weighed the study results and have determined that the current methods of service delivery are less effective and less economical than can otherwise be achieved. COST IS JUSTIFIED. About 25,000 people will benefit each year, at least 15,744 of these low and moderate income persons. The benefit ratio of persons served to dollars spent is extremely good, 1:$67. The cost effectiveness is increased when considering the life of the facility and the money otherwise spent on rent and overhead. ASSURANCES for local match are attached. EFFECT ON TAXPAYER OR USER: Taxpayers will pay less due to savings made by public funded agencies. User fees, if any, will riot increase as rapidly since the agency costs will decrease, not increase. NO ADVERSE IMPACT is anticipated on the environment or development patterns. /�3 January 13, 1984 T0. I I FROM: RE: MEMORANDUM Mayor John McDonald, City Council Members, and City Manager, Neal Berlin GWG Investments Old Library Redevelopment and Library Lot Development GENERAL BACKGROUND On February 17, 1983, GWG Investments purchased the Old Library property from the City. The property consists of. two City lots on which the Old Library building is located along with its newer addition. The easterly boundary of the property is approximately 36 feet east of the addition and the City re- tained a driveway easement over part of that property so it could continue to use the library parking lot. The contract between GWG and the City contained several important provisions. The purchase price for the Old Library site was $165,000.00. GWG agreed to expend three times that amount, a total of $495,000.00, to improve the site after it was purchased. To entice a bidder on the Old Library site, the City also offered the parking lot for sale. GWG obtained an option to purchase the parking lot for a price of $205,000.00. Upon exercising this option and taking possession of the park- ing lot, GWG agreed that it would construct a new building on the site within one year. The new building would be subject to design approval by the City. Substantial improvements have been made to the Old Library building itself and these improvements will be detailed in this memorandum. On January 10, 1984, GWG filed its Notice of Exer- cise of Option with the City Clerk in regard to the purchase of the library parking lot. Under the contract, the sale of this property to GWG should he closed within sixty days of the no - tire. PROPERTY USES Upon taking possession of the Old Library site, GWG con- ducted a structural analysis of the property and found it to be IP -2- in even better condition than anticipated. Some consideration had been given to demolishing the Old Library in favor of a new building but because of the overall good condition of the prop- erty and the historical significance of the Carnegie Library, the partners decided to work with the property in its present condition and adapt it to a use that would be appropriate in this part of the downtown. Many of the prospective tenants for the Old Library build- ing were looking at the property in light of the proposed Armstrongs department store. The assumption was that Armstrongs would bring more retail trade to the easterly side of the downtown district. After Armstrongs withdrew, and in consideration of doubts about whether the new hotel would ever be constructed, these prospects lost interest in the property. Since the building was constructed for a single use and the mechanical systems and design of the building call for a single use, GWG preferred to lease to one tenant. No good com- mercial tenants were available last summer. The University of Iowa approached the partners and indicated their desire to use the property for office space and related University needs. The Old Library building along with the newer addition was sub- sequently leased to the University for an initial term of three years. The lease with the University provides for installation of improvements at University expense and documentation of those improvements for GWG so that the costs of the improvements can be allocated to GWG's contract requirements. The University has now occupied the property for more than six months, made substantial improvements and is apparently satisfied with the arrangements. IMPROVEMENTS TO LIBRARY SITE Since taking possession, improvements have been made on the library site by both GWG and its tenant. A summary of the improvements and the costs follows: Improvement Amount Window Glass Replacement $155.00 Lock Work and Keys 22.00 Florescent Light Replacements 228.00 Boiler Chimney Reconstruction 509.00 Boiler Removal 1,800.00 Tree Removal 120.00 -3 - Trane Air Conditioner Replacement Roof Replacement Work Water Main Replacement Window Painting New Boiler Installation 13,233.47 5,045.64 4,610.60 131.00 28,022.48 Upper Level Remodeling including structural walls and partitions, electrical improvements, new plumbing, painting, carpeting and blinds: $63,395.87 Lower Level Remodeling including structural modification, partitions, doors, electrical wiring, lighting, painting and plumbing: $14,317.45 Total Old Library Improvements: $131,590.51 The work in and around the Old Library building is an on- going process. The Tenant and GWG will continue to improve the property. Additional remodeling costs that will be incurred in the near future include: New windows restoring the original appearance $25,000.00 Tuck point work 3,000.00 Cement walk to the building 1,500.00 Dark room construction 30,000.00 Outside landscaping 3,000.00 Total: $62,500.00 PLANNED ADDITION TO THE LIBRARY BUILDING Since the contract with the City requires the expenditure of $495,000.00 in improving the library site and there is not present need to invest additional money for improvements in the building, except as listed above, GWG has prepared preliminary plans to construct an east side addition approximately 66 x 36 feet on the southerly portion of the existing driveway. The addition would consist of three levels for a total of approxi- mately 6,528 square feet at an anticipated cost of $326,400.00. The primary anticipated use of the addition would be commercial offices. -4 - Construction of the new addition is tentatively scheduled for early spring. The option to purchase the library lot has been exercised so that the driveway will no longer be subject to the easement. Construction of a separate building on the library parking lot is anticipated. PROBLEMS AND ALTERNATIVES GWG can continue on the planned course and easily comply with all its obligations under the contract with the City. However, in doing so, several problems are created and these problems and the overall concerns about the development of the property should be addressed at this time before both sides are locked into an undesirable plan. Following is a summary of some of the relevant problems and concerns: 1. The planned addition to the library building is not an optimal use of the property. Though GWG intends to construct the addition so that it blends with the existing building, it is quite likely that it will not be able to obtain the aesthetic appearance that everyone would like. The size of the addition is small and utilizing the dimensions available is dif- ficult. The building is likely to be unwieldly and not particularly economical. 2. By exercising its option to purchase the library lot, GWG is taking 77 City parking spaces out of commis- sion. This has happened at a time when public park- ing is at a premium in the downtown area. The li- brary lot has been fully utilized and the partners in GWG have received numerous complaints about it being closed. 3. The existing contract requires GWG to construct a new building on the library lot within one year from tak- ing possession. This requirement can be met by con- structing a reasonably modest building. However, if the property is to be utilized well, it should be blanketed with a commercial structure that includes retail shops and offices for approximately three floors and residential accommodations for three or four floors. Underground parking would be very de- sirable for office tenants and residential tenants. This would be particularly important since the City has limited parking facilities available. /0 -5- A simple solution to these problems would be to modify the contract between GWG Investments and the City of Iowa City to make the following adjustments: 1. Have the City agree to extend the time limit for reaching the $495,000.00 improvement limit for ap- proximately three years; 2. Have GWG agree to extend the time for purchasing and taking possession of the. library lot for a related period of time to allow the City to continue using it for public parking; and 3. Have the City agree to allow GWG up to 24 months to construct a new building on the library lot after possession is obtained. These suggestions are being submitted to the City Council to benefit both parties to the contract. Allowing the City to use the library lot for three more years can be particularly valuable at a time when parking is so short. The City is now working on its parking problems. Hopefully, a new ramp or ad- ditional space in the existing ramps will be constructed to alleviate the parking shortage. By the time this additional parking is available, GWG will be ready to move on with the new development. If more time is allowed for GWG to improve the library site and construct a new building on the library lot, an integrated plan can be developed and followed whereby one large building can be constructed on the library lot and part of the library site itself meeting all the contract requirements and providing a large amount of commercial and residential space that will eventually be very desirable in the downtown area. The City's master plan calls for an intense land use in the Central Business District. If GWG can be relieved of the constraints that now exist, the library lot can be developed to its maximum. These mutual advantages would make it desirable for the City and GWG to reconsider the requirements of the existing i contract. END /W